CITY OF POMONA
COUNCIL REPORT
December 4, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: AMENDMENT TO PURCHASE ORDER WITH ARCHITERRA DESIGN GROUP FOR THE HAMILTON PARK RENOVATION PROJECT RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve Amendment No. 6 to Purchase Order No. 202304 with Architerra Design Group in the amount of $1,963, for a new total contract amount of $146,663, for professional design services for “Hamilton Park Renovation,” Project No. 428-2590-XXXXX-71070; and Authorize the City Manager, or designee, to execute any documents necessary to execute Amendment No. 6, subject to City Attorney approval.
EXECUTIVE SUMMARY:
This action will allow staff to move unallocated Project funding from the existing Project budget to Architerra Design Group to pay for the design of the temporary project construction sign and the permanent sign indicating the various funding agencies for the Project. The total amount of Amendment No. 6 plus previous amendments exceeds 25% of the original contract amount and, therefore, requires City Council approval to execute.
FISCAL IMPACT:
There is available funding in the Project budget. The table below summarizes the fiscal impact of this action:
Table 1: Project Fund Balance
Project / Funding
“Hamilton Park Renovation,”
Project No. 428-2590-XXXXX-71070
Beginning Budget
$2,739,432
Expenditures/Encumbrances
(as of November 15, 2023) (Includes previous Architerra expenditures of $144,700) ($2,616,194)
Amendment No. 6 to PO# 202304
($1,963)
Ending Available Budget
$121,275
PREVIOUS RELATED ACTION:
On October 5, 2020, the City Council approved the 2020-2025 Master Consultant List for Professional Services, from which Architerra Design Group was awarded the contract for “Hamilton Park Renovation,” Project No. 428-2590-XXXXX-71070 on October 22, 2020.
DISCUSSION:
On January 20, 2021, the City issued Purchase Order No. 202304 in the amount of $116,600 to Architerra Design Group for the design of the Project. Since the issuance of the Purchase Order, five amendments have been processed previously that cumulatively did not exceed 25% of the original purchase order amount. Not included in the scope of work under the original contract for the design of Hamilton Park was the design of the temporary construction sign and permanent sign that indicates the various agencies that provided funding for the Project, as required, and acknowledges the City Council and State officials who helped to make the Project a success. In order to fully fund the design of this permanent sign, it is necessary to approve Amendment No. 6 to the original purchase order in the amount of $1,963, as this amount now brings the cumulative total of amendments to over 25% of the original purchase order amount.
Prepared by:
Shandy Dittman
Public Works Fiscal and Project Manager
Amendment No. 6 with Architerra Design Group for the Hamilton Park Renovation Project