CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/25/2024
1 SUBJECT:
Move to adopt a Resolution to approve Amendments to City Agreements and associated Task Orders adding funding
RECOMMENDED ACTION:
Move to adopt a Resolution to approve the following Amendments to the City Agreements and associated Task Orders adding funding:
1) First Amendment to Task Order 1 of the Consultant Services Agreement (upon approval of FY 2023/24 mid-year budget adjustment) between the City of Pacifica and Nichols Consulting Engineers (NCE) to the contract for design services for the Sharp Park Priority Development Area Pedestrian Improvement Project in the amount of $52,600 increasing the overall cost to an amount not to exceed $208,400.
2) Second Amendment to the Construction Services Agreement (upon approval of FY 2023/24 mid-year budget) between the City of Pacifica and Chesterworks to the contract for construction management services for the Civic Center Project in the amount of $40,000 increasing the overall cost to an amount not to exceed $175,960. 3) Second Amendment to Task Order 2 of the Consultant Services Agreement between the City of Pacifica and NCE for On-Call Arborist Services in the amount of $8,830.49 increasing the overall cost to an amount not to exceed $103,830.49. 4) Second Amendment to Task Order 1 of the Consultant Services Agreement (upon approval of FY 2023/24 mid-year budget adjustment) between the City of Pacifica and NCE for design services for the Priority Parks Project in the amount of $20,400 increasing the overall cost to an amount not to exceed $318,355.
STAFF CONTACT:
Lisa Petersen, P.E., Public Works Director
(650) 738-3767
[email protected]
Roland Yip, P.E., Deputy Director of Public Works/City Engineer (650) 738-3767
[email protected]
BACKGROUND/DISCUSSION:
Several on-gong City Agreements require Amendments to the Agreements or associated Task Orders to allow for additional funding. Three of the necessary Amendment budget adjustments are included in the FY 2023/24 Mid-Year Budget Adjustment report under consideration for this Council meeting. These include the Civic Center Chesterworks Amendment, the Sharp Park Priority Development Project NCE Amendment, and the Priority Parks NCE Amendment. The final Amendment (On-Call Arborist NCE) has sufficient project funds to cover the additional costs. The amendments to the agreements and associated task orders and reasons for the additional costs are listed below:
Pacifica City Council 2
March 25, 2024
Amendment to Agreement Task Order 1 with NCE for the Sharp Park Priority Development Project Design: During the development of the Sharp Park Priority Development Area Pedestrian Improvement Project design, changes were required that were not part of the original scope of work to the NCE design work. These included additional sidewalk, curb and gutter, and driveways. This work requires completion so the project can be finalized for bidding and meet grant requirements. An addition of $52,600 is needed to finalize this design work.
Amendment to the Agreement with Chesterworks for the Civic Center Project Management:
Chesterworks was hired by the city to provide construction management oversight on the Civic Center project. Chesterworks has extensive experience in oversite of public building construction and has been on the project since the start of the job. The Civic Center contractor’s late ordering for the switchgear has pushed out the project schedule and change orders have required additional project time. A continuation of Chesterworks contract for $40,000 is required for the project to continue to receive adequate building project oversight.
Amendment to the Agreement Task Order 2 with NCE for the On-Call Arborist Services: NCE worked for the city as the interim City Arborist while the city was putting out a Request for Proposals to select a long-term contract City Arborist. Dudek Environmental Consultants was selected for the long-term contract and NCE continued to provide arborist services to the city during the transition period until Dudek could take over the arborist services. During this period of time, NCE provided arborist reviews and meetings with Dudek to explain the review process and convey information on outstanding permits. This additional cost is $8,830.49.
Amendment to the Agreement Task Order 1 with NCE for the Priority Parks Project Design:
During the design of the Priority Parks Project, there were additional changes to surface areas, layouts and alternative design work that was not part of the original scope. The Project plans need to be completed so the project can be put out to bid. An additional cost amendment of $20,400 is required to complete the design work and allow the contract to go to bid.
The City Manager recommends that the Council approve a Resolution to approve the following Amendments to the City Agreements and associated Task Orders:
1) First Amendment to Task Order 1 of the Consultant Services Agreement between the City of Pacifica and Nichols Consulting Engineers (NCE) to the contract for design services for the Sharp Park Priority Development Area Pedestrian Improvement Project in the amount of $52,600 increasing the overall cost to an amount not to exceed $208,400. 2) Second Amendment to the Construction Services Agreement between the City of Pacifica and Chesterworks to the contract for construction management services for the Civic Center Project in the amount of $40,000 increasing the overall cost to an amount not to exceed $175,960.
3) Second Amendment to Task Order 2 of the Consultant Services Agreement between the City of Pacifica and NCE for On-Call Arborist Services in the amount of $8,830.49 increasing the overall cost to an amount not to exceed $103,830.49. 4) Second Amendment to Task Order 1 of the Consultant Services Agreement between the City of Pacifica and NCE for design services for the Priority Parks Project in the amount of $20,400 increasing the overall cost to an amount not to exceed $318,355.
Approval of the Resolution will allow for completion of this related work.
ALTERNATIVE ACTION:
Deny, or authorize a different amount for the proposed Amendments to the City Agreements and associated Task Orders. Denying or authorizing a reduced amount will require Public Works Department staff to stop or delay work on these contracts or deny payment for work completed (On-Call Arborist contract). Staff does not recommend these actions.
Pacifica City Council 3
March 25, 2024
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
• Improve and Steward City Infrastructure, Streets and Facilities: Includes continuing projects that fix and improve the city infrastructure and includes enforcing the City’s Tree Ordinance to maintain the urban forest.
FISCAL IMPACT:
All adjustments needing additional funding have been incorporated into the FY 2023-24 MidYear Budget Adjustment that is under consideration for this Council meeting. Approval of these transfers will occur upon approval of the FY 2023-24 Mid-Year Budget Adjustment at the end of the March 25, 2024, City Council meeting.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1_Sharp Park PDA Budget Amendment No 1 NCE Signed by NCE (PDF) Attachment 2_Agreement-Amendment 2_Chesterwerks_20240325 - signed (PDF) Attachment 3_ Tree Arborist Amendment 2 NCE On-Call Tree Services Signed NCE (PDF) Attachment 4_NCE PO_Amendment 2 to TO 1_Priority Parks NCE Signed (PDF) Attachment 5_Previous_Sharp Park PDA Master Agreement_NCE_20230224 (PDF) Attachment 6_Previous_Sharp Park PDA Agreement_NCE_TO No. 1 (PDF) Attachment 7_Previous_Agreement_Chesterwerks_ 20220613 (PDF) Attachment 8_Previous_Agreement_Amendment 1_Chesterwerks (PDF) Attachment 9_Previous_Tree Arborist Master Agreement (PDF) Attachment 10_Previous_Tree Arborist Agreement_Task Order#1_Tree Permit - signed 2.6.23 (PDF)
Attachment 11_Previous_ Tree Arborist Amendment 1 to Master Agreement (PDF) Attachment 12_Previous_Priority Park Project Master Agreement (PDF) Attachment 13_ Previous_Priority Park Project Task Order No. 1 (PDF) Attachment 14_ Previous_Priority Park Amendment 20231219 (PDF) Pacifica City Council 4
March 25, 2024
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE FIRST AMENDMENT TO TASK ORDER 1 OF THE CONSULTANT SERVICES AGREEMENT (UPON APPROVAL OF THE FY 2023/24 MID-YEAR BUDGET
ADJUSTMENT) BETWEEN THE CITY OF PACIFICA (CITY) AND NICHOLS CONSULTING
ENGINEERS (NCE) TO THE CONTRACT FOR DESIGN SERVICES FOR THE SHARP
PARK PRIORITY DEVELOPMENT AREA PEDESTRIAN IMPROVEMENT PROJECT IN THE AMOUNT OF $52,600 INCREASING THE OVERALL COST TO AN AMOUNT NOT TO EXCEED $208,400, THE SECOND AMENDMENT TO THE CONSTRUCTION SERVICES AGREEMENT (UPON APPROVAL OF THE FY 2023/24 MID-YEAR BUDGET
ADJUSTMENT) BETWEEN THE CITY AND CHESTERWORKS TO THE CONTRACT FOR
CONSTRUCTION MANAGEMENT SERVICES FOR THE CIVIC CENTER PROJECT IN THE AMOUNT OF $40,000 INCREASING THE OVERALL COST TO AN AMOUNT NOT TO EXCEED $175,960, SECOND AMENDMENT TO TASK ORDER 2 OF THE CONSULTANT
SERVICES AGREEMENT BETWEEN THE CITY AND NCE FOR ON-CALL ARBORIST SERVICES IN THE AMOUNT OF $8,830.49 INCREASING THE OVERALL COST TO AN AMOUNT NOT TO EXCEED $103,830.49, AND THE SECOND AMENDMENT TO TASK ORDER 1 THE CONSULTANT SERVICES AGREEMENT (UPON APPROVAL OF FY 2023/24 MID-YEAR BUDGET ADJUSTMENT) BETWEEN THE CITY AND NCE FOR DESIGN SERVICES FOR THE PRIORITY PARKS PROJECT IN THE AMOUNT OF $20,400 INCREASING THE OVERALL COST TO AN AMOUNT NOT TO EXCEED $318,355.
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into agreements with NCE for consulting services and Chesterworks for construction management services; and
WHEREAS, the City Council authorized amendments to the City’s agreement with Chesterworks for construction management services on the Civic Center Project in June of 2022, and with NCE for task orders associated with agreements for consulting services for the On-Call Arborist service in October 2023, and for the Priority Parks Project in December 2023; and WHEREAS, on March 25, 2023; the City Council of the City of Pacifica considered the City Manager’s recommendation to approve a second amendment with Chesterworks for construction management services for the Civic Center Project, first amendment to task order 1 with NCE for consultant services for the Sharp Park Priority Development Area Pedestrian Improvement Project, second amendment to task order 2 with NCE for consultants services for the On-Call Arborist services and second amendment to task order 1 with NCE for consultant services for the Priorities Park Project; and
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica that it approves the First Amendment to Task Order 1 of the Consultant Services Agreement (upon approval of FY 2023/24 mid-year budget) between the City of Pacifica and Nichols Consulting Engineers (NCE) to the contract for design services for the Sharp Park Priority Development Area Pedestrian Improvement Project in the amount of $52,600 increasing the overall cost to an amount not to exceed $208,400.
Pacifica City Council 5
March 25, 2024
BE IT FURTHER RESOLVED that the Council approves the Second Amendment to the Construction Services Agreement (upon approval of FY 2023/24 mid-year budget) between the City of Pacifica and Chesterworks to the contract for construction management services for the Civic Center Project in the amount of $40,000 increasing the overall cost to an amount not to exceed $175,960.
BE IT FURTHER RESOLVED that the Council approves the Second Amendment to Task Order 2 of the Consultant Services Agreement between the City of Pacifica and NCE for On-Call Arborist Services in the amount of $8,830.49 increasing the overall cost to an amount not to exceed $103,830.49.
BE IT FURTHER RESOLVED that the Council approves the Second Amendment to Task Order 1 of the Consultant Services Agreement (upon approval of FY 2023/24 mid-year budget adjustment) between the City of Pacifica and NCE for design services for the Priority Parks Project in the amount of $20,400 increasing the overall cost to an amount not to exceed $318,355.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 25th day of March, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney