HomeMy WebLinkAboutItem 4.11 Gates-EmeraldGlenCITY CLERK FILE # 600-30
AGENDA STATEMENT
CZTY COUNCIL MEETZNG DATE: November 2, 1999
SUBJECT:
Amendment to Agreement with David L. Gates and Associates, Inc~
Report by: Herma Lichtenstein, Parks & Facilities Development
Manager
ATTACHMENTS:
A. Proposed Change Order
B. Budget Change Form
RECOMMENDATION: 1. Approve Change Order
'~/" 2. Approve Budget Change Form
FINANCIAL STATEMENT:
The additional cost for these services is $28,640; a budget change is
required. Public Facility Impact Fees will fund these additional
costs.
DESCRIPTION: In July of 1998 the Dublin City Council approved an agreement with
David L. 'Gates and Associates, Inc. for Consulting Services for the Emerald Glen Park, Phase I. The firm
completed the design and construction drawings in 1998 and they were subsequently put out to bid. The
bid was awarded to Goodland Landscape, Inc. and the park is currently under construction.
At the time that the original scope of services was negotiated with David Gates and Associates, Inc., Staff
and the consultant were uncertain as to the amount oftime that would be needed by the design consultants
and their sub-consultants during the construction period. Consequently, the scope of services only
provided for review of submittals and change orders, and for attendance at 14 site meetings. There were
no funds provided for site review by the engineering and architectural sub-consultants. Given the
complexity of the project and the need to adhere to a strict schedule, it has become necessary to increase
the amount of time the consultant and sub-consultants spend on-sitej For example, a representative from
David Gates and Associates is in attendance at the weekly construction coordination meetings which
allows for immediate decision making on project submittals and change orders. The alternative is to have
the submittals and change orders sent by mail or fax to the consultant for review adding additional time to
the process. Additionally, it has been necessary forthe engineering and architectural sub-consultants to
make site visits in order to review the progress of work and provide input and clarification on related areas
of the project.
It should be noted that there have been a number of circumstances beyond the control of the City that have
had the potential to delay the progress .of the park project or have necessitated additional review by the
consultant. These include delays in obtaining power from PG&E because the power' for the park is
contingent upon power to adjacent developments as well as delays from the adjacent road construction on
H:herma\caganmd. doc
COPIES TO:
David Gates & Associates, Inc.
ITEM NO.
Gleason and Tassajara that has conflicted with the park construction. PG&E also relocated a main power
line from the east side of Tassajara Road to the park site which resulted in a modification to the park plans
and additional consultant time. The additional time spent by the consultant and sub-consultan,t_s_ at on-site
meetings has expedited the project keeping it on schedule despite the aforementioned delays.
Staff has prepared a Change Order to the Agreement to provide for additional consultant services
(Attachment A). As there are insufficient funds in the Fiscal Year 1999-2000 Budget to execute the
Change Order, a budget change for $28,640 is necessary. Staff has prepared the appropriate Budget
Change Form shown in Attachment B.
Staff recommends that the City Council approve the Change Order to Agreement with David L. Gates and
Associates, Inc. Further, Staff recommends that the City Council approve the Budget Change Form.
CITY OF DUBLIN
CONTRACT CHANGE ORDER NO. 2
PROJECT:
TO:
Emerald Glen Park, Phase I
David L. Gates & Associates, Inc.
PAGE 1 OF 1
AGREEMENT DATED
November 5, 1999 between David L.
Gates & Associates and the City of Dublin
You are hereby directed to make the herein described changes from the scope of services or do the following described work not included
in the scope of services on this contract.
NOTE: This chan.oe order is not effective until apnroved bv the City Mana.~er
Description of work to be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price, agreed
price and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no
allowance will be made for idle time.
Chan~e re0uested by: David L. Gates & Associates. Inc.
The last nercenta2e shown is the net accumulated increase or decrease from the ori~,inal fee in the A~rcement.
Construction Review Services not to exceed $28,640. Services to include site meetings, additional submittal
reviews, design clarifications and site review.
ESTIMATED COST INCREASE $28.640.00
SUBMITTED BY:
APPROVAL RECOMMENDED BY
APPROVED BY
Jeri Ram Date Diane Lowart Date Rich Ambrose Date
Senior Planner Parks &Community Services Director City Manager
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved,
that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for
the work above specified, and will accept as full payment therefor the prices shown above.
Accepted, Date Consultant
By Title
CITY OF DUBLIN
BUDGET CHANGE FOR1H
New Appropriations (City Council Approval Required):
Required)
From Unappropriated Reserves
From New Revenues
ACCOUNT ". ' AMOUNT
Budget Transfers:
CHANGE FORM #
From Budgeted Contingent Reserve (I 080-799.000)
Within Same Department Activity
Between Departments (City Council Approval
Other
INCREASE' BUDGET ACCOUNT .... AMOUNT
Name: Emerald Glen Park, Phase I $28,640.00
Construction Admin.
Account #: Account #: 310 9560 740.081
Name: Name:
j
Account #: Account #:
Account #: Account #:
Account #: Account #:
Account #: Account #: [
REASON FOR BUDGET CHANGE ENTRY: To expedite and maintain original construction schedule and
perform necessary design and engineering review of the construction of the Emerald Glen Park.
City Manager: Date:
Signature
Mayor: Date:
Signature
Posted By: Date:
Signature