PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #9.F
SUBJECT/TITLE:
AMENDMENT #2 TO THE AGREEMENT WITH HUNTER SMITH ARCHITECTURE
FOR CONSTRUCTION ADMINISTRATION SERVICES FOR THE CORPORATION YARD MAINTENANCE BUILDING REMODEL & ADDITION, CITY HALL 1ST FLOOR
SAFETY ENHANCEMENT AND EMPLOYEE LOUNGE TENANT IMPROVEMETS
PROJECT
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute Amendment #2 to the existing Professional Services Agreement with Hunter Smith Architecture for Construction Administration Services in the amount of $39,170 for the Corporation Yard Maintenance Building Remodel & Addition, City Hall 1st Floor Safety Enhancement and Employee Lounge Tenant Improvements Project.
BACKGROUND:
On November 2, 2021 a Professional Services Agreement with Hunter Smith Architecture (Hunter Smith) was executed under the City Manager’s authority in the amount of $24,075 for Construction Administration Services for the Corporation Yard Maintenance Building Remodel & Addition, City Hall 1st Floor Safety Enhancement and Employee Lounge Tenant Improvements Project. Per the City’s Purchasing Policy, the City Manager may approve contract amendments for changes or additions to the original scope of work that result in less than a $50,000 annual contract amount. On January 26, 2022, Amendment #1 in the amount of $17,025 was executed under the City Manager’s authority, bringing the contract amount to $41,100. Amendment #1 was for additional work as a result of an expanded scope and the identification of unknown existing conditions at both City Hall and the Corporation Yard.
Construction of the project at City Hall is substantially complete and is nearing completion at the Corporation Yard. However, there has been additional work required due to construction delays and the identification of unknown existing conditions and Hunter Smith has now exceeded the contract budget.
Hunter Smith has provided a cost proposal to allow for construction administration services for the final portions of work and the close out of the contract. The total contract cost including the proposed Amendment #2 is $80,270.
Conclusion and Recommendation
Staff recommends the Council adopt a Resolution (Attachment 1) authorizing the City Manager to execute Amendment #2 (Attachment 1.A) to the existing Hunter Smith contract to bring the construction administration contract to completion.
9.F-1Council Agenda 8-16-2022
FISCAL IMPACT:
The fiscal impact of approving the attached Resolution approving Amendment #2 to the original Professional Services Agreement with Hunter Smith is $39,170 from the Capital Projects Fund. There is sufficient budget available in the project budget to support this additional work and related costs. The table below illustrates the available budget and project costs.
Available Budget Capital Projects Fund $164,212
Hunter Smith Amendment #2 $39,170
Remaining Budget $125,042
ALTERNATIVES:
1.Decline approval of Amendment #2 and provide staff with direction on how to proceed.
ATTACHMENTS:
1. Resolution
1.A Exhibit A to Resolution: Proposed Hunter Smith Contract Amendment #2 Prepared by: Meeting Date: August 16, 2022
Erin Olsen, Management Analyst
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
9.F-2Council Agenda 8-16-2022
RESOLUTION NO. R-2022-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT #2
TO THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH HUNTER
SMITH ARCHITECTURE FOR CONSTRUCTION ADMINISTRATION SERVICES IN THE AMOUNT OF $39,170 FOR THE CORPORATION YARD MAINTENANCE BUILDING REMODEL & ADDITION, CITY HALL 1ST FLOOR SAFETY
ENHANCEMENT AND EMPLOYEE LOUNGE TENANT IMPROVEMENTS PROJECT WHEREAS, on November 2, 2021 a Professional Services Agreement with Hunter Smith Architecture (Hunter Smith) was executed under the City Manager’s authority in the amount of $24,075 for Construction Administration Services for the Corporation Yard Maintenance Building Remodel & Addition, City Hall 1st Floor Safety Enhancement and Employee Lounge Tenant Improvements Project; and
WHEREAS, per the City’s Purchasing Policy, the City Manager may approve contract amendments for changes or additions to the original scope of work that result in less than a $50,000 annual contract amount; and
WHEREAS, on January 26, 2022, Amendment #1 in the amount of $17,025 was executed under the City Manager’s authority, bringing the contract amount to $41,100; and WHEREAS, construction of the project at City Hall is substantially complete; and WHEREAS, there has been additional work required at the Corporation Yard due to construction delays and the identification of unknown existing conditions and Hunter Smith has now exceeded the contract budget; and
WHEREAS, Hunter Smith has provided a cost proposal to allow for construction administration services for the final portions of work and the close out of the contract bringing the total contract cost to $80,270; and.
WHEREAS, there is sufficient budget available in the project budget to support this additional work and related costs.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute Amendment #2 to the existing Professional Services Agreement with Hunter Smith Architecture for Construction Administration Services in the amount of $39,170 for the Corporation Yard Maintenance Building Remodel & Addition, City Hall 1st Floor Safety Enhancement and Employee Lounge Tenant Improvements Project in fiscal year 2023 (Exhibit A).
9.F-3Council Agenda 8-16-2022
Attachment 1
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 16th day of August 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
9.F-4Council Agenda 8-16-2022
Attachment 1
AMENDMENT # 2
to the
NOVEMBER 2, 2021 AGREEMENT BETWEEN THE CITY OF PISMO BEACH
AND HUNTER SMITH ARCHITECTURE
Pursuant to the November 2, 2021 Agreement for Professional Services between the City of Pismo Beach, hereinafter referred to as “City,” and Hunter Smith Architecture, hereinafter referred to as “Vendor,” City and Vendor hereby agree as follows:
1.Additional services shall be performed as set forth in the proposal dated July 8, 2022, which is attached hereto and by this reference made a part hereof.
2.Compensation for and timing of the additional services shall be as set forth in the referenced proposal. Compensation for the additional services shall not exceed the amount of thirty-nine thousand one hundred seventy dollars ($39,170), without prior written approval of the City.
3.The revised fee under the November 2, 2021 contract, plus this addendum, is eight thousand two hundred seventy dollars ($80,270).
4.All other provisions of the City hall and Corporation Yard Remodel Project Construction Administration agreement between City and Vendor shall remain in full force and effect.
CITY:
City of Pismo Beach, a Municipal Corporation
Signed:
Name: Benjamin A. Fine, P.E.
Title: Director of Public Works/City Engineer
Dated: ________________________________
Signed:
Name: James R. Lewis
Title: City Manager
Dated: ________________________________
ATTEST:
Signed:
Name: Erica Inderlied
Title: City Clerk
APPROVED AS TO FORM:
Signed:
Name: David M. Fleishman
Title: City Attorney
VENDOR:
Hunter Smith Architecture
Signed:
Name: ________________________________
Title: _________________________________
Dated: ________________________________
Address for giving notice:
(if changed from prior agreement)
______________________________________
______________________________________
Email address for official communications:
(if changed from prior agreement)
______________________________________
Vendor Representative:
(if changed from prior agreement)
Name/Title: ____________________________
Attachment: Scope/Cost Proposal
9.F-5Council Agenda 8-16-2022
Attachment 1A
VIA E-MAIL
July 8, 2022
City of Pismo Beach
℅ Chad Stoehr
760 Mattie Road
Pismo Beach CA 93449
Re: Request for Additional Funds for the Corp. Yard Project The following request for additional funds is the result of additional construction administration work from an expanded scope of work and the identification of unknown (and unknowable) existing conditions. The work covered in this scope of work is on-going.
PROJECT LOCATION
Corporation Yard
550 Frady Lane
Pismo Beach CA 93449
SCOPE OF WORK
Payment for services in excess of the work order resulting from unknown existing conditions.
This includes structural retrofits, ADA ramp upgrades, and corrections resulting from faulty installation or construction. These services were included in invoice #1165 for $17,620 (attached).
Ongoing Construction Administration services to be performed include:
1.Structural observations & reports
2. Project meetings & submittal review services.
3. Punch list development and supervision
4. PG&E Shutdown for switch gear upgrades
Provide as-built plan sets for the City Hall Downstairs, the City Hall Lounge, and the Corp Yard.
Draft all changes from the original and approved plan set as determined through the submittal process into a complete plan set reflecting actual existing conditions. 860 Walnut Street, Suite B. San Luis Obispo CA 93401
(O) (805) 544-3380 (F) (805) 544-8625
www.huntersmitharchitecture.com 9.F-6Council Agenda 8-16-2022 Attachment 1A
COMPENSATION
To accomplish the Scope of Work, the Owner will compensate Hunter Smith & Associates, Inc.
DBA Hunter Smith Architecture on an hourly basis in an amount not-to-exceed thirty-nine thousand, one-hundred seventy dollars ($39,170).
Any additional services will be performed on an hourly basis at the following rates:
Principal Architect $225
Associate Architect $187.50
Architectural Designer $175
We appreciate the opportunity to work with the City of Pismo Beach, and look forward to continuing our work together to successfully finish this project.
Sincerely,
Logan Hunter
860 Walnut Street, Suite B. San Luis Obispo CA 93401
(O) (805) 544-3380 (F) (805) 544-8625
www.huntersmitharchitecture.com 9.F-7Council Agenda 8-16-2022 Attachment 1A
012 - Pismo Corp. Yard & City Hall Managed By: Dana Hunter For unbilled hours on the Corp Yard/City Hall projects. See the following page for summary of time entries billed and un-billed to date.
PO # 0000001193
Vendor # 14246
PROFESSIONAL SERVICES
ACTIVITY HOURS RATE AMOUNT
Construction Administration - Sergio Sanchez:8.50 $175.00 $1,487.50 Construction Administration - Craig Smith:71.70 $225.00 $16,132.50 TOTAL SERVICES 80.20 $17,620.00
SUBTOTAL $17,620.00
AMOUNT DUE THIS INVOICE $17,620.00
This invoice is due on 7/15/2022
ACCOUNT SUMMARY
SERVICES BTD EXPENSES BTD LAST INV NO LAST INV DATE LAST INV AMT LAST PAY AMT PREV UNPAID AMT $58,373.23 $346.77 INV1142 5/31/2022 $1,961.00 $15,064.00 $1,961.00 TOTAL AMOUNT DUE INCLUDING THIS INVOICE $19,581.00
RETAINER SUMMARY
RECEIVED APPLIED BALANCE
$0.00 $0.00 $0.00
San Luis Obispo , CA 93401, United States
Tel: 805-544-3380 Fax: 805-544-8625
[email protected]
www.huntersmitharchitecture.com
Hunter Smith Architecture
City of Pismo Beach Finance Department
760 Mattie Road
Pismo Beach, CA 93449
INVOICE
INVOICE DATE: 6/15/2022
INVOICE NO: INV1165
BILLING THROUGH: 6/15/2022
860 Walnut Street Suite B
9.F-8Council Agenda 8-16-2022
Attachment 1A
We appreciate your prompt payment. If you would like to pay by wire transfer, please send payment to the following account:
Chase Bank
Account: 731505696
Routing: 021000021
San Luis Obispo , CA 93401, United States
Tel: 805-544-3380 Fax: 805-544-8625
[email protected]
www.huntersmitharchitecture.com
Hunter Smith Architecture
City of Pismo Beach Finance Department
760 Mattie Road
Pismo Beach, CA 93449
INVOICE
INVOICE DATE: 6/15/2022
INVOICE NO: INV1165
BILLING THROUGH: 6/15/2022
860 Walnut Street Suite B
9.F-9Council Agenda 8-16-2022
Attachment 1A