Administrative
Report
H.18., File # 23-5390 Meeting Date: 1/17/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE NINTH AMENDMENT TO THE AGREEMENT WITH PACIFIC ARCHITECTURE
AND ENGINEERING FOR REDONDO BEACH TRANSIT CENTER PROJECT MANAGEMENT SERVICES FOR AN ADDITIONAL AMOUNT OF $75,000, AND AN EXTENSION OF THE TERM THROUGH DECEMBER 31, 2023
EXECUTIVE SUMMARY
Pacific Architecture and Engineering (PAE) has been providing project management services to the City since 2014 to bring the Transit Center project through completion of design, property acquisition, procurement and construction stages as a supplement to staff. The original contract has been amended several times to accommodate new project phases, unanticipated changes to scope and, more recently, delays and complications with construction. These amendments have increased the contract value to $875,000 to date. Phase 1 of the project, construction of the Transit Center itself, is complete, and Phase 2, demolition of the existing transit facility and street widening along Kingsdale Ave begins in late January and should take a few more months to complete.
As construction has progressed, the demand for the project management services provided by PAE has increased due to necessary plan revisions, changes to contractor scope and unforeseen circumstances. Continuing duties involve contract administration of the construction management services, managing applications for payment from the contractor, reporting to grant agencies as required in funding agreements, applications for reimbursement from funding agencies, and representing the City for oversight of the project. PAE's experience with all the project history and nuances of the property exchange will be invaluable to successfully closing out the project.
Staff is recommending an amendment to the the contract value, in the amount of $75,000, for a new not to exceed total of $950,000. Funding for this agreement and the Redondo Beach Transit Center Project is composed entirely of restricted transportation and grant funds and is available in the Project budget. No additional funding is needed for this Amendment.
BACKGROUND
The City initially awarded a professional services agreement to the designer of the Transit Center Project in 2009 to PBS&J (now known as Atkins North America, Inc.) for Phase 1 of the Project. That contract was later amended several times to add design services for a LEED rating, mitigation measures along Kingsdale Avenue, demolition and restoration of the existing transit center, improvements to the parking areas adjacent to the new Transit Center facility, updates to the building code, storm water compliance filings, and the addition of an art feature to the site. In 2014, Atkins
H.18., File # 23-5390 Meeting Date: 1/17/2023
code, storm water compliance filings, and the addition of an art feature to the site. In 2014, Atkins moved their design office out of Los Angeles and to Texas. The resulting logistical issue, combined with the then current vacancies within the Engineering Division of the Public Works Department resulted in the City seeking the services of a Project Management firm, which led to the initial contract with PAE.
Since that time, the coordination of the Project elements has only become more complicated. Design documents were finally acquired from Atkins in late 2016. PAE managed the Project through the development and ultimate approval of the property exchange agreement in May 2018. Work required to coordinate efforts to relocate telecommunication lines first with Verizon, then with its successor, Frontier, was carried out by PAE. The bid review and recommendation to reject all bids pending additional funding was supported by PAE. A second solicitation, bid protest and eventual award of the project to a contractor was all managed by PAE. Finally, as construction began in late 2020, PAE has served to oversee and coordinate the work of the construction manager, design team, utility providers and neighbors for compliance with the agreements governing construction, utility service, access and funding.
With the completion of Phase 1, staff will be reducing the support provided by the Construction Management consultant. A portion of their previous duties, providing special inspection services and payroll review services, will be picked up by PAE in this Ninth Amendment. Additional construction management and inspection services will be performed by City staff. Also, the contract term will be extended to the end of the calendar
Serving as the City’s project manager, PAE’s input and management is important to successfully bring the Project through the construction and project close out phases. In order to complete the above work, Staff is recommending the attached Ninth Amendment to PAE’s contract to increase the contract by $75,000 for a new total contract amount of $950,000 with an extension of the term through December 31, 2023.
A copy of the original agreement, and previous amendments can be viewed at:
<http://laserweb.redondo.org/weblink/0/doc/348584/Page1.aspx>.
COORDINATION
The Ninth Amendment was prepared by and approved as to form by the City Attorney’s Office.
FISCAL IMPACT
Funding for this agreement and the Redondo Beach Transit Center Project is composed entirely of restricted transportation and grant funds. The funds for this amendment are available in the overall project budget. No additional appropriation is required.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
1. Ninth Amendment to Pacific Architecture and Engineering
2. Certificate of Insurance for Pacific Architecture and Engineering
H.18., File # 23-5390 Meeting Date: 1/17/2023