CITY OF MENIFEE
SUBJECT: Agreement Amendment with Kimley-Horn and Associates, Inc. for the Civic Center Parking Lot Project
MEETING DATE: March 6, 2024
TO: Mayor and City Council
PREPARED BY: Carlos Geronimo, Engineering Manager
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 2 to the Professional Services Agreement with Kimley-Horn and Associates, Inc., to increase the compensation by $33,440, for a total not-to-exceed amount of $353,104 and extending the term of the agreement through June 30, 2025, for the Civic Center Parking Lot Project, Capital Improvement Program Project No. 22-24.
DISCUSSION
On March 16, 2022, the City of Menifee entered into a Professional Services Agreement (PSA) with Kimley-Horn and Associates, Inc. (“Consultant”) to provide civil design, plans, specifications, and estimate (PS&E) services for the Civic Center Parking Lot Project, Capital Improvement Program Project No. 22-24 (“Project”). On May 17, 2023, the City Council approved Amendment No. 1 to the PSA extending the term of the PSA through June 30, 2024, and expanding the scope of work to include photometric plans, biological technical reporting, archaeological monitoring and reporting, and bidding phase and construction support services.
As the Project is nearing final design staff have determined that additional services related to project administration, utility coordination, and ongoing review of plan comments are needed to bring the Project into the bidding and construction phases. The proposed Amendment No. 2 would extend the scope of services to meet the current project design needs and would also extend the term of the PSA through June 30, 2025. This additional time is required to allow the Consultant to fulfill their scope of services to provide bidding and construction support services.
A detailed summary of the Consultant’s additional tasks proposed through Amendment No. 2 are outlined on the following page:
City of Menifee Staff Report
CIP 22-24 Kimley-Horn Amendment No. 2
March 6, 2024
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5 2
Task 1: Project Administration, Meeting & Coordination
Task 1.1 – Project Administration and Meetings
Additional coordination with the City for the duration of work, as shown in Exhibit B of the attached Amendment No. 2.
Task 1.2: Utility Coordination
Ongoing coordination efforts with utility providers such as Southern California Edison (SCE), Charter, Frontier, Eastern Municipal Water District (EMWD), Riverside County Flood Control and Water Conservation District (RCFCD), and other reviewing agencies beyond initially approved tasks are required to process final plans and to identify relocation of existing facilities in conflict with proposed improvements.
Task 2: Addressing Additional Comments
Additional efforts beyond originally approved tasks related to plan revisions in response to ongoing coordination with EMWD and RCFCD including: preparation of irrigation plans in EMWD format involving layer revisions and a separate plan set; additional comments from RCFCD to clearly identify maintenance responsibilities; additional revisions to incorporate structural foundations and landscape comments; Best Management Practices design revisions to accommodate recoverable slopes and resizing to accommodate detention area.
Although staff makes every effort to carefully study and anticipate the extent of the scope of work needed to achieve project goals, unforeseen task needs and unanticipated timeline delays are often experienced as a Project progresses through the design phase. A summary of PSA activity for the Project to date is included in Table 1 below.
Table 1 - Contract Amendment History:
PSA Activity Approval Date Summary of Changes Value
Original Contract March 16, 2022 Civil design services. $235,106 Amendment 1 May 17, 2023
Photometric plans, additional reporting,
bidding phase and construction support
services. Extend terms through June
30, 2024. $84,558
Amendment 2 Pending
Additional project administration, utility
coordination, and plan review services.
Extend terms through June 30, 2025. $33,440
TOTAL $353,104
The total cost for the additional services included in Amendment No. 2 would be $33,440, which would increase the total not-to-exceed PSA value to $353,104. This amount represents the original PSA compensation amount and the additional compensation of both amendments.
Approval of Amendment No. 2 is necessary to finalize the design phase and prepare the Project for the construction bidding phase.
City of Menifee Staff Report
CIP 22-24 Kimley-Horn Amendment No. 2
March 6, 2024
2 0
5 2
Pursuant to Menifee Municipal Code §3.12.090, any change orders in the amount greater than 10% of the contract amount or that exceeds $25,000 in value, and any time extension of a performance deadline that exceeds 60-days, shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Community Engagement and Social Infrastructure
FISCAL IMPACT
The total fiscal impact for Amendment No. 2 would be $33,440. Available funding for Amendment No. 2 has been identified in the Project’s Fiscal Year 2023/2024 Budget from the General Fund, as summarized in Table 2 below:
Table 2: Identified Project Funding
Fund Project Account
Number
Available
Balance
Cost of
Services
General Civic Center
Parking Lot
100-4555-58142 $1,556,719 $33,440
No additional budget appropriation action(s) is required.
ATTACHMENTS
1. Project Location Map
2. Original Agreement
3. Amendment No. 1
4. Amendment No. 2