1 March 2022
SECOND MODIFICATION OF DESIGN CONSULTANT PROFESSIONAL
SERVICES AGREEMENT NO. 9337 (CCS)
This Second Modification of Agreement Number 9337 (CCS) (“Second Modification”), entered into as of ______________, by and between the City of Santa Monica, a municipal corporation (“City”), and Willdan Engineering (“Willdan”) is made with reference to the following:
RECITALS
A. On or about July 5, 2011, the City and Willdan entered into Agreement Number 9337 (CCS) for design consultant professional services on the following Project:
SP2121 Street Lighting Design Services.
B. On or about October 18, 2021, the City and Willdan entered into a First Modification of Agreement Number 9337 (CCS) (“First Modification”) which clarified the agreement duration and project scope, and updated consultant billing rates.
The Original Agreement and First Modification may be referred to collectively herein as “the Agreement.”
C. The City and Willdan desire to modify the Agreement to extend the agreement duration, include additional services to be performed by Willdan, and to increase the agreement amount to pay for the additional services.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:
1. Article 2.1.3 of the Agreement entitled “Agreement Duration” shall be deleted in its entirety and replaced with the following paragraph:
Agreement Duration. This Agreement begins on the Execution Date and terminates on December 31, 2027 (“Expiration Date”), unless sooner terminated or extended in accordance with the provisions of the Agreement. In the event of delays in the performance of the services beyond the control of the Design Consultant, the City may, at its sole and complete discretion, extend the Expiration Date for a limited time period in writing pursuant to a Notice of Extension issued by the Director of Public Works, City Engineer, Capital Program Manager, or other designee of the City Manager. The Notice of Extension shall specify the revised Expiration Date, and must be issued prior to Expiration Date of the Agreement.”
2. Article 3.1 of the Agreement entitled “Additional Services” shall be modified by adding the following paragraph:
Willdan will perform all of the additional services described in Exhibit A-2, Additional Services. Willdan will complete the Additional Services DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 10/31/2023
2 March 2022
in accordance with Exhibit B-2, Budget Modification 2 Additional Services.
3. Article 5.1.1 of the Agreement entitled “Design Consultant’s Fee” shall be modified by adding the following paragraph:
Design Consultant’s Fee. The City will compensate Willdan for the Additional Services in an amount not to exceed TWO HUNDRED & SIX THOUSAND DOLLARS ($206,000), as set forth in Exhibit B-2, Budget Modification 2 Additional Services. The total contract price for services pursuant to the Agreement and this Second Modification shall not exceed SIX HUNDRED THIRTY-FIVE THOUSAND DOLLARS
($635,000).
4. Exhibit B-2, Budget Modification, and Exhibit A-2, Additional Services, are attached hereto and incorporated herein by this reference.
5. Except as expressly modified by this Second Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.
6. Execution in Counterparts. This Second Modification may be executed in counterparts with the same effect as if both parties hereto had executed the same document. All counterparts shall be construed together and shall constitute a single modification. Any signature to this Second Modification transmitted electronically through DocuSign or PDF shall be deemed an original signature and be binding upon the parties hereto (it being agreed that such electronic signature shall have the same force and effect as an original signature).
IN WITNESS WHEREOF, the parties have executed this Second Modification as of the date and year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ____________________________
RICK COLE
City Manager
ABC Corporation
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City Attorney
10/22/2023
DOUGLAS SLOAN
Dave White
10/31/2023
City Manager
10/31/2023
Denise Anderson-Warren
City Clerk
3 March 2022
#VENDOR
By: ____________________________
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 Willdan Engineering
10/23/2023
President
Vanessa Munoz
May 19, 2023
Mr. Robert Zak, P.E.
Civil Engineer
City of Santa Monica
Civil Engineering Division
1685 Main Street
Santa Monica, CA 90401
Via email to: [email protected]
Subject: Proposal to Provide Engineering Design Services for the Conversion of Street Lighting Systems and Engineering Support Services During Construction for Street Lighting Design Packages 2, 3, 4, 5 Dear Mr. Zak:
Willdan Engineering (Willdan) is pleased to submit this proposal to provide professional engineering design services for the conversion of existing 5KV series circuit street lighting systems to 120V multiple circuit street lighting systems for Contract Packages 2, 3, 4, and 5 under the City’s multi-year street lighting conversion program. The conversion of the 5KV series circuits to 120V multiple circuits will require removal or abandonment of the existing 5KV infrastructure including wiring, conduit, pull boxes, services and luminaries; and the installation of new conduit, wiring, pull boxes, services and LED luminaries. We understand the City has recently developed draft Streetlighting Design Standards and Guidelines that outline standards and practices to be followed in designing street lighting systems. These standards and guidelines will be incorporated in all finalized and future design Packages.
Willdan completed the Package 2 design which also included electric vehicle charging station installations. The completed design also included coordination with SCE to obtain service feed point maps. The feed point locations were incorporated into the completed design plans. It is our understanding that Package 2 went out to bid, but construction has been postponed. We also understand the City would like to revise the completed plans to conform to the new Streetlighting Design Standards and Guidelines; coordinate with SCE to confirm the previously provided service maps are still valid; update the engineer’s construction cost estimate; and provide construction phase engineering support and record drawings.
Package 3 design is complete, pending SCE service maps and incorporation into the final design plans. SCE coordination is ongoing. Package 3 plans have been revised to conform to the Streetlighting Design Standards and Guidelines. We understand the City would like Willdan to provide engineering support during construction and to prepare as-built record drawings for this Package upon construction completion.
Packages 4 and 5 are the last two outstanding packages under the City’s multi-year street lighting conversion program. Willdan previously submitted a proposal to complete Packages 4 and 5 based on updated circuit numbers to be converted. Package 4 is ongoing, and 90% plans and cost estimates have been submitted for City review. SCE coordination has not begun pending City input on the possible use of existing nearby service pedestals. Package 5 design and SCE coordination have yet to begin pending completion of the Package 4 design plans.
The proposed project limits of Contract Package 5 are listed below.
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City of Santa Monica
Street Lighting Design & Support Package 2, 3, 4, 5
May 19, 2023
Contract Package 5
Circuit
Number Location Approx. Length (ft.)
4 25th Street – San Vicente to Montana 5,201
5 24th Street – San Vicente to Montana 5,309
6 23rd Street – San Vicente to Montana 5,550
21 18th & 19th Streets – San Vicente to Montana 11,362
8 22nd Street – San Vicente to Montana 5,470
11 21st Place – San Vicente to Montana 5,479
13 20th & 21st Streets – San Vicente to Montana 10,976
Total 49,347
The following is our scope of work, schedule, and fee:
SCOPE OF WORK
Design Package 2
Task 1 – Design Phase Services
1. Resume coordination of new service feed point locations with Southern California Edison (SCE). Once service locations have been established and confirmed with SCE and final design maps have been issued, that information will be incorporated into the final street lighting plan. Confirm feed points and previous final SCE design maps are still valid.
2. Revise existing street lighting electrical design plans at 1”=40’ scale on AutoCAD 2021 to conform with the Streetlighting Design Standards and Guidelines.
3. Update construction cost estimate for the street lighting design.
4. Submit plans and cost estimates to the City for review and comment at the 100% Submittal.
5. Upon receipt of final comments, make final revisions and submit final signed PS&E with the plans plotted on mylar and in PDF format for City advertisement and bidding.
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City of Santa Monica
Street Lighting Design & Support Package 2, 3, 4, 5
May 19, 2023
Task 2 – Construction Phase Services
1. Attend the pre-construction meeting.
2. Answer any questions regarding the technical provisions, the design drawings or conflicts in the design during the construction and assist the City in issuing contract change orders regarding omissions or conflicts in the design, at no charge to the City. It is assumed that up to ten (10) requests for information (RFI) will be responded to.
3. Review and verify material submittals are in compliance with the project specifications and design plans. It is assumed that ten (10) material submittals reviews will be responded to.
4. Prepare record drawings by incorporating redline comments prepared by the Contractor and City’s Construction Manager on the signed design plans. Willdan will assume no responsibility for the accuracy of the information provided by the City’s Construction Manager and the Contractor.
Design Package 3
Task 1 – Design Phase Services
1. Resume coordination of new service feed point locations with Southern California Edison (SCE). Once service locations have been established and confirmed with SCE and final design maps have been issued, that information will be incorporated into the final street lighting plan.
Task 2 – Construction Phase Services
1. Attend the pre-construction meeting.
2. Answer any questions regarding the technical provisions, the design drawings or conflicts in the design during the construction and assist the City in issuing contract change orders regarding omissions or conflicts in the design, at no charge to the City. It is assumed that up to ten (10) requests for information (RFI) will be responded to.
3. Review and verify material submittals are in compliance with the project specifications and design plans. It is assumed that ten (10) material submittals reviews will be responded to.
4. Prepare record drawings by incorporating redline comments prepared by the Contractor and City’s Construction Manager on the signed design plans. Willdan will assume no responsibility for the accuracy of the information provided by the City’s Construction Manager and the Contractor.
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City of Santa Monica
Street Lighting Design & Support Package 2, 3, 4, 5
May 19, 2023
Design for Package 4
Task 1 – Design Phase Services
1. Coordinate new service point locations with Southern California Edison (SCE). Once service locations have been established and confirmed with SCE and final design maps have been issued, that information will be incorporated into the final street lighting plans.
2. Attend field review of proposed service point locations with City Staff and SCE.
3. Prepare final street lighting electrical design plans at 1”=40’ scale on AutoCAD 2021, stamped and signed by a Registered Engineer. The final construction plans shall identify all work to be done, with clear call-outs, construction notes and general notes referencing materials, sizes, depths, distances, dimensions, quantities and manufacturer model numbers for the construction of a fully functional street lighting system consistent with best principles and practices. The construction plans shall include but not be limited to the following:
a. Title Sheet, including vicinity and location maps;
b. General and Construction Notes Sheet;
c. Symbols and Abbreviations Sheet (may be combined with other sheets); d. Electrical Plan Sheets; with load calculations and circuit diagrams where applicable.
4. Provide technical specifications for the installation of the new 120V street lighting systems including conduits, wiring, pull boxes, foundations, luminaries, services, cabinets and other appurtenant components consistent with best practices for street lighting construction. The above technical specifications shall ONLY be required where they differ from the relevant standards and practices defined in the latest edition of the “Standard Plans for Public Works Construction” (GREENBOOK) and “Standard Plans for Public Works Construction”.
5. Prepare construction cost estimate for the street lighting design.
6. Submit 90% and 100% PS&E to the City for review and comment.
7. Upon receipt of final comments, make final revisions and submit final PS&E with the plans plotted on mylar and in PDF format for City advertisement and bidding.
Task 2 – Construction Phase Services
1. Attend the pre-construction meeting.
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City of Santa Monica
Street Lighting Design & Support Package 2, 3, 4, 5
May 19, 2023
2. Answer any questions regarding the technical provisions, the design drawings or conflicts in the design during the construction and assist the City in issuing contract change orders regarding omissions or conflicts in the design, at no charge to the City. It is assumed that up to ten (10) requests for information (RFI) will be responded to.
3. Review and verify material submittals are in compliance with the project specifications and design plans. It is assumed that ten (10) material submittals reviews will be responded to.
4. Prepare record drawings by incorporating redline comments prepared by the Contractor and City’s Construction Manager on the signed design plans. Willdan will assume no responsibility for the accuracy of the information provided by the City’s Construction Manager and the Contractor.
Design for Package 5
Task 1 – Design Phase Services
1. Meet with the City staff to review specific street lighting design and construction requirements. Obtain record drawings of utility plans, roadway plans, and street lighting plans.
2. Conduct a field review of the entire project limits to verify the accuracy and completeness of existing street lighting data. Topographic features will also be noted which may affect the design of the lighting system. These features include catch basins, trees, utilities, existing streetlights, pull boxes, etc.
3. Mail notices to utility companies in accordance with City’s procedures. Documentation of contacts and responses will be copied to the City. Willdan Engineering will prepare utility notices and deliver them to the City for mailing under City letterhead. If so desired by the City, Willdan Engineering can transmit these notices under Willdan Engineering’s letterhead; however, the City shall be responsible for any fees assessed to Willdan Engineering by the utility companies. In either case, all responses, questions, and correspondence from the utility companies will be addressed to Willdan Engineering’s utility coordinator.
4. Coordinate new service point locations with Southern California Edison (SCE) for Package 5 design. Once service locations have been established and confirmed with SCE and final design maps have been issued, that information will be incorporated into the final Package 5 street lighting plans.
5. Attend field review of proposed service point locations with City Staff and SCE.
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City of Santa Monica
Street Lighting Design & Support Package 2, 3, 4, 5
May 19, 2023
6. Prepare street lighting electrical design plans at 1”=40’ scale on AutoCAD 2018, stamped and signed by a Registered Engineer. We estimate that Package 5 will consist of 20 street lighting plan sheets. The final construction plans shall identify all work to be done, with clear call-outs, construction notes and general notes referencing materials, sizes, depths, distances, dimensions, quantities and manufacturer model numbers for the construction of a fully functional street lighting system consistent with best principles and practices. The construction plans shall include but not be limited to the following:
a. Title Sheet, including vicinity and location maps;
b. General and Construction Notes Sheet;
c. Symbols and Abbreviations Sheet (may be combined with other sheets); d. Electrical Plan Sheets; with load calculations and circuit diagrams where applicable.
7. Provide technical specifications for the installation of the new 120V street lighting systems including conduits, wiring, pull boxes, foundations, luminaries, services, cabinets and other appurtenant components consistent with best practices for street lighting construction. The above technical specifications shall ONLY be required where they differ from the relevant standards and practices defined in the latest edition of the “Standard Plans for Public Works Construction” (GREENBOOK) and “Standard Plans for Public Works Construction”.
8. Prepare construction cost estimate for the street lighting design.
9. Submit 90% and 100% PS&E to the City for review and comment.
10. Upon receipt of final comments, make final revisions and submit final PS&E with the plans plotted on mylar and in PDF format for City advertisement and bidding.
Task 2 – Construction Phase Services
1. Attend the pre-construction meeting.
2. Answer any questions regarding the technical provisions, the design drawings or conflicts in the design during the construction and assist the City in issuing contract change orders regarding omissions or conflicts in the design, at no charge to the City. It is assumed that up to ten (10) requests for information (RFI) will be responded to.
3. Review and verify material submittals are in compliance with the project specifications and design plans. It is assumed that ten (10) material submittals reviews will be responded to.
4. Prepare record drawings by incorporating redline comments prepared by the Contractor and City’s Construction Manager on the signed design plans. Willdan will assume no responsibility for the accuracy of the information provided by the City’s Construction Manager and the Contractor.
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 City of Santa Monica
Street Lighting Design & Support Package 2, 3, 4, 5
May 19, 2023
SCHEDULE
Package 2 revised final PS&E can be completed within 4 weeks of Notice to Proceed and receipt of City’s 100% comments.
Package 4 one hundred percent (100%) PS&E can be completed for review within 8 weeks from receipt of City’s 90% comments. Final Package 4 PS&E can be completed within 4 weeks of receipt of City’s 100% comments.
Package 5 ninety percent (90%) PS&E can be completed for review within 24 weeks from a Notice-to-Proceed. One hundred percent (100%) PS&E can be completed within 8 weeks from receipt of City’s 90% comments. Final PS&E can be completed within 4 weeks of receipt of City comments.
FEE
We propose to provide the street lighting design services for a not-to-exceed fee of $206,000 based on the enclosed breakdown. This fee is based on our 2021/2022 hourly rate schedule.
Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hardcopy original to our office, or by scanning one signed original and returning it by e-mail.
Thank you for the opportunity to be of service to the City of Santa Monica. We recognize the importance of this project and are committed to realizing its timely and successful completion.
Should you have any questions regarding this proposal, please contact Mr. Jeff Lau at (562) 364-8526 or [email protected].
Respectfully submitted, Approval and Authorization to Proceed By:
WILLDAN ENGINEERING CITY OF SANTA MONICA
Jeffrey Lau, PE, TE
Deputy Director of Engineering Signature
Date
Enclosure
910005/WW.00.60/P23-164_24456
Exhibit A-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402 Exhibit B-2
DocuSign Envelope ID: 80698DD4-1E83-4D25-9235-A22ED1221402