CITY OF MENIFEE
SUBJECT: Agreement Amendment with T.Y. Lin International for Design Support Services for the Central Park Amphitheater Project MEETING DATE: April 2, 2025
TO: Mayor and City Council
PREPARED BY: Nancy Rodriguez, Management Analyst II
REVIEWED BY: Rebekah Kramer, Deputy City Manager
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 1 to the Professional Services Agreement with T.Y. Lin International for the Central Park Amphitheater Capital Improvement Program (CIP) Project No. 19-15, increasing the compensation amount by $74,286 for a total not-to-exceed amount of $199,286 and extending the term through February 28, 2026.
DISCUSSION
The Central Park Amphitheater, CIP Project No. 19-15, consists of the construction of an amphitheater with two distinct and architecturally unique structures: the main shade structure and the rear storage and preparation area. Upon completion, this facility would serve as a premier venue for City events, concerts, and art exhibitions, providing a dynamic space for local musical groups, artists, and performers.
On December 6, 2023, the City Council approved a Professional Services Agreement (“PSA”) with T.Y. Lin International (“T.Y. Lin”) to provide as-needed design support services for the Central Park Amphitheater Project (“Project”). The original contract was approved with a not-to-exceed amount of $125,000, and at the time of the PSA execution, it was anticipated that the construction phase would be completed by February 2025.
Since the original plans for the Project were approved, several changes in field conditions have occurred which require additional engineering and design services and have extended the construction timeline. The Central Park Amphitheater is a one-of-a-kind structure, incorporating custom-fabricated steel components, engineered glue-laminated beams (large wood beams that create the primary support for the shade structure and storage building top), and a specialized Polytetrafluoroethylene (PTFE) tensile roof system. These elements require meticulous review,
City of Menifee Staff Report
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precise fabrication, and extensive quality control to ensure structural integrity and compliance with design specifications.
Due to several unforeseen issues including changes in the sequencing for manufacturing and installing the glue-laminated beams, the construction phase of the project has been extended and is now scheduled to be completed in June 2025. To carry on the project through final construction, project close-out, and As-Built documentation an extension of the term of the agreement through February 28, 2026, is necessary for as needed design support services.
As the Project progressed, several factors contributed to the need for additional engineering and design services, including:
•Increased Volume of Submittals & Extended Review Timelines: Given the complexity of the amphitheater’s steel and roofing systems, the number of materials and construction submittals has exceeded initial projections. The proposed amendment provides an allowance for additional submittals on an as needed basis through the extended term of the agreement.
•Supply Chain Challenges, Precision-Driven Fabrication & Inspections: The components for both the storage wall and shade structure pillars required custom fabrication with precise tolerances. Given the structural and architectural importance of these elements, they underwent multiple rounds of inspections to ensure compliance with stringent engineering specifications. This level of oversight was critical to prevent costly errors and ensure long-term durability. Additionally, fluctuations in materials availability and supply chain disruptions further extended the timelines. T.Y Lin would continue to provide additional site visits and responses to requests for information (RFIs) as needed to ensure that the contractor has all the key details of the Project through the extended term of the proposed amendment.
As the designer, T.Y. Lin’s knowledge of the structure is essential to the completion of the Project.
Staff is recommending Amendment No. 1 to the contract to allow T.Y.Lin to continue to provide critical services on an as needed basis. These services include:
•Construction Meeting Oversight
•Submittal Reviews
•Responds to Request for Information (RFI)
•Field Observations
•Preparation of Design Revisions, Notices of Design Changes, and Contract Change Orders
•Project Closeout documentation
T.Y. Lin’s expertise has been instrumental in addressing the challenges of this complex Project, and their continued involvement would mitigate potential risks, prevent costly rework, and maintain construction progress while safeguarding the City’s investment in this high-profile facility.
Understanding the fiscal impact of the Project, staff has worked diligently to negotiate cost reductions wherever possible. Through strategic discussions with the contractor, the construction management team, and the design team, staff have continually worked to reduce the overall City of Menifee Staff Report
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increase in contract costs while ensuring that the Project remains on schedule and meets the City’s quality expectations.
The proposed Amendment No. 1 would increase T.Y. Lin’s agreement by $74,286, increasing the total not-to-exceed amount of the agreement to $199,286 and extending the term of the agreement through February 28. 2026. Pursuant to the 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.
STRATEGIC PLAN OBJECTIVE
Community Engagement and Social Infrastructure
FISCAL IMPACT
The fiscal impact of the proposed Amendment No. 1 with T.Y. Lin is $74,286, increasing the aggregate sum of the agreement from $125,000 to $199,286. Funding for the proposed Amendment is available in the adopted Project budget within the General Fund in CIP for Parks, Trails, and Recreation (1100-PWD-CIPC-760060), as summarized in Table 1 below.
Table 1 – PROJECT BUDGET
Fund Available Budget Amount Requested
1100 – General Fund $237,107.76 $74,286.00
No additional budget appropriation is required.
ATTACHMENTS
1. Project Location Map
2. Amendment No. 1
3. Original Agreement