CITY OF MENIFEE
SUBJECT: Agreement Amendment with T.Y. LIN International for the Holland Road / I-215 Overcrossing Project
MEETING DATE: November 20, 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. 7 to the Professional Services Agreement with T.Y. Lin International, for the Holland Road / I-215 Overcrossing, Capital Improvement Program (CIP), Project No. CIP 13-03, increasing the compensation by $15,000, for a total amount not-to-exceed $2,586,667 and to extending the term through June 30, 2025.
DISCUSSION
The Holland Road / I-215 Overcrossing, Capital Improvement Program (CIP) Project No. CIP 13- 03 (“Project”) is a four-lane bridge over I-215 from Haun Road to Hanover Lane providing a connection to the City’s east and west sides. Construction of the Project required installation of mechanically stabilized earth retaining walls on the east side, improvements to drainage, irrigation, landscaping, and the installation of traffic signals on Holland Road at Haun Road and Hanover Lane. On October 22, 2024, the Project was substantially completed and opened for public use. In order to close out the Project, there are a few remaining items to be completed which are anticipated to continue over the next two months and include irrigation, landscaping, and electrical work.
On April 16, 2014, the City Council approved a Professional Services Agreement (PSA) with T.Y.
Lin International (“Consultant”) to provide civil design, plans, specifications, and estimate (PS&E) services for the Project. Throughout the duration of the Project, several preceding amendments to the original PSA have been necessary to accommodate unanticipated costs associated with the Consultant’s scope of work. Unforeseen site conditions and additional requirements imposed by external agencies are often experienced as a project of this magnitude progresses, which may result in expanding the original scope of work and extending a projects timeline. Details of each prior amendment are outlined in Table 1 on the following page.
City of Menifee Staff Report
CIP13-03 T.Y. LIN Amendment No. 7
November 20, 2024
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1 1
TABLE 1 – AGREEMENT ACTIVITY SUMMARY
PSA Activity Approval Date Summary of Changes Value
Original Contract April 16, 2014 Civil engineering design services $1,766,130 Amendment No. 1 April 14, 2016 Utility conflicts, drainage & PS&E revisions per Caltrans standards $95,100
Amendment No. 2 July 18, 2018
Permit Engineering Evaluation
Report prep, right-of-way data
sheets, engineering & coordination
$276,960
Amendment No. 3 May 1, 2019 Term extension only $0
Amendment No. 4 September 1, 2021
Extensive regulatory agency plan
comments per updated design
codes, additional surveying
$280,928
Amendment No. 5 May 4, 2022 Recycled water irrigation plans and water utility relocations $77,390
Amendment No. 6 October 4, 2023 Additional construction engineering to address unforeseen conflicts $75,159
Amendment No. 7 Pending Approval Additional design services to address changed field conditions $15,000
TOTAL $2,586,667
Since the original plans for the Project were approved, several changes in field conditions have occurred which require additional engineering and design services. The Consultant’s proposed cost for the additional work would be $12,509, which staff determined to be reasonable. However, to accommodate additional unanticipated costs and prevent further delay, staff recommend increasing the Consultant’s PSA by $15,000, for a total PSA amount not-to-exceed $2,586,667, to ensure the Consultant completes their scope of work and closes out the Project. Additional details of the Consultant’s efforts to revise the civil and electrical plans under Amendment No. 7 would include:
1. Civil Plans: Revise plans at the intersection of Holland and Hanover. Since the Project construction began in 2022, a new multi-family residential development located at the northeast corner of this intersection was completed. The developer constructed frontage improvements which were not included in the original Project plans.
2. Electrical Plans: Changes to the Southern California Edison interconnect locations in the field due to relocated utility conflicts require revising existing electrical plan sheets.
The PSA term would be extended through June 30, 2025, to allow the Consultant adequate time to complete the required efforts and to properly close out the Project with the California Department of Transportation (CalTrans).
Pursuant to Menifee Municipal Code §3.12.090, amendments or change orders in the amount greater than 10% of the original agreement amount, or that exceed the City Manager’s signing authority, shall be approved by the City Council.
City of Menifee Staff Report
CIP13-03 T.Y. LIN Amendment No. 7
November 20, 2024
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1 1
STRATEGIC PLAN OBJECTIVE
Connectivity and Mobility
FISCAL IMPACT
The fiscal impact of the proposed Amendment No. 7 with the Consultant is $15,000, increasing the total Contract value to $2,586,667. Funding for the proposed Amendment No. 7 is available in the fiscal year 2024/2025 budget within the Road and Bridge Benefit District (RBBD) Fund (2415-PWD-CIPS-760000), as summarized in Table 2 below.
TABLE 2 – PROJECT BUDGET
Fund Project String No. Available Budget Anticipated Cost RBBD CIP13-03.2415.DES.CAE $287,584.03 $15,000.00
ATTACHMENTS
1. Project Location Map
2. Amendment No. 7
3. Original PSA
4. Amendment No. 1
5. Amendment No. 2
6. Amendment No. 3
7. Amendment No. 4
8. Amendment No. 5
9. Amendment No. 6