03.11 Shaffer Park Renovation Second Amend1. SUBJECT
Geotechnical Observation and Testing Services for the Shaffer Park Renovation Project.
2. SUMMARY
Second amendment to agreement with Converse Professional Group for geotechnical services for
the Shaffer Park Renovation Project in an amount not to exceed $37,980.
3. RECOMMENDED ACTION
Approve Second Amendment with Converse Professional Group for an amount not to exceed
$37,980 and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available to cover the cost of the amendment as follows:
510.7021.56020.30042 Shaffer Park Renovation
$37,980
5. STRATEGIC PLAN GOAL(S)
1. Provide for a safe community.
b. Provide and maintain infrastructure necessary to ensure the safety of the public.
3. Enhance and promote quality of life in the community
a. Refurbish, maintain, develop and /or expand public use places and spaces.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 51: Maintain existing City parks at levels that provide
maximum recreational benefit to City residents.
7. DISCUSSION and BACKGROUND
Background
The Shaffer Park Renovation Project involves demolition of the existing community building and
concession stand, construction of a new community building and concession building, renovation
of the existing ballfield, new walkways, landscaping, irrigation, lighting, reconfigured parking and
new exercise equipment. A design -build agreement was awarded to Morillo Construction in the
amount of $6.3 million in December 2016 to build the project. Construction began in October 2017
and is anticipated to be completed in fall 2018. The City is required to secure a geotechnical
consultant to assume the role of Geotechnical Engineer of Record in compliance with the Limited
Geotechnical Study Report for the project.
On September 7, 2017, Request for Proposals for geotechnical observations and testing for the
renovation project was circulated to four firms. Converse Professional Group (Converse) was
determined to be the most responsive. Due to time constraints, and in an effort to keep the project
moving, geotechnical services were needed immediately. To this end, staff negotiated with
Converse for an original reduced scope of work in order to expedite an agreement for the required
services, with a plan to amend the agreement at a later date to include the remaining scope of
services. Based on the reduced proposal from Converse, the City Manager authorized an agreement
in the amount not to exceed $29,710 in October 2017. As planned, staff then analyzed future
anticipated needs and negotiated with Converse for a first amendment approved by City Council
in March 2018 in an amount not to exceed $30,820, for a new total contract amount of $60,530.
Discussion
Since execution of the first amendment, Converse has continued to provide geotechnical services
as directed by the City. The contractor of record, Morillo Construction, however has struggled to
perform and schedule continuous and simultaneous work, resulting in the need for additional and
multiple inspections beyond the time allotted within the original agreement and first amendment
for Converse. To this end, staff is recommending a second amendment with Converse in an amount
not to exceed $37,980. The length of inspection time needed directly correlates to how quickly and
efficiently the contractor completes their work. Geotechnical inspection is the City's
responsibility, and means and methods for how to complete the work is Morillo Construction's
responsibility. The City's project management firm, GKK, Inc. is tracking all inspections and
working with the City to determine if any liability for duplicate and /or poorly scheduled work is
the responsibility of the contractor.
ITEM 2 6/12/18
The scope of work in the second amendment includes geotechnical observation and inspection,
and materials testing services; inspecting and testing for trenching and backfill materials; and
preparing reports. The estimated number of hours represents a recent plan review as well as
contingency hours for additional inspections as needed.
The new total not to exceed amount for the original agreement and two amendments is $98,510.
There are funds available within the currently allocated project budget to cover the cost of the
Second Amendment ($37,980). The project is being funded through park development fees.
8. ATTACHMENTS
• Agreement No. 6527
• Agreement No. 6527.1 (Frist Amendment)
• Draft Second Amendment to Agreement No. 6527
ITEM 3 6/12/18