HomeMy WebLinkAboutItem 4.6 Passatempo Pk Change Orderor
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
April 16, 2013
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File #600 -35
Passatempo Park — Consultant Services Contract Change Order
Prepared by Rosemary Alex, Parks and Facilities Development Coordinator
EXECUTIVE SUMMARY:
On March 6, 2012, the City Council approved an Agreement with Callander Associates
Landscape Architecture, Incorporated (Callander) to complete design services for Passatempo
Park. Staff is seeking additional services from the Architect through the construction phase of
the project, which is typical for park improvement projects.
FINANCIAL IMPACT:
As identified in the 2012 -2017 Capital Improvement Program, the total Passatempo Park project
( #950009) budget is $2,333,266, of which $355,967 is for contract services. A total of three
change orders totaling $4,741 have already been approved by Staff. There are sufficient
appropriated funds to approve Change Order No. 4.
Budget Appropriation for Contract Services $355,967
Approved Contract Amount $138,370
Change Orders Nos. 1 -3 $4,741
Proposed Change Order No. 4 $29,299
Total Revised Contract Amount $172,410
Remaining Appropriation for Contract Services $183,557
The additional services covered by Change Order No. 4 will be completed in 2013 -14.
RECOMMENDATION:
Staff recommends that the City Council approve Change Order No. 4 for Callander in the
amount of $29,299.
Page 1 of 2 ITEM NO. 4.6
cC
`''Submitted By1
Parks and Cominity
Services Direc r
DESCRIPTION:
� I
Pz�viewed',Ily
Interim Administrative
Services Director
Reviewed by
Assistant City Manager
On March 6, 2012, the City Council approved an Agreement with Callander to complete design
services for Passatempo Park. The original scope of work included design related services
through the project's bidding process. Staff is seeking additional services through the
construction phase of the project to allow for project continuity and quality control. Since the
amount of Change Order No.4 is over $20,000, in accordance with the City Purchasing
Ordinance, City Council approval is required.
The scope of services (Attachment 1) during construction that Callander will provide include site
visits, attendance at project meetings, responding to requests for information and review of
submittals to ensure the design intent is met.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None Required.
ATTACHMENTS: 1. Change Order
Page 2 of 2
CITY OF DUBLIN
CONTRACT CHANGE ORDER NO.4
PROJECT: Passaternpo Park PAGE 1 OF 1
TO: Callander Associates Landscape Architecture, Inc. AGREEMENT DATED March 6, 2012
between Callander Associates Landscape
Architecture, Incorporated 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 change order is not effective until approved by the City Manager
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.
Change requested by: City of Dublin
1. The City requested that Callander Associates Landscape Architecture, Incorporated provide additional services
through the duration of project construction, as further detailed in proposal attached hereto.
SUBMITTED BY:
Paul McCreary Date:
Parks and Community Services Director
APPROVAL RECOMMENDED BY
Joni L. Pattillo Date:
City Manager
COST INCREASE:
APPROVED BY
Tim Sbranti Date:
Mayor
$29,299
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 Contractor: Callander Associates Landscape Architecture, Incorporated
By
"Title: Principal
Brian Fletcher
If the Contractor does not sign acceptance of this order, his/her attention is directed to the requirements of the specifications as to
proceeding with the ordered work and filing a written protest within the time therein specified.
CITY OF DUBLIN
EXHIBIT "A" CHANGE ORDER FORM
DATE:
3129/2013
PAYMENT 912
PROJECT NAME:
Passatempo Park
PAYMENT#13
CIP #:
950009
PAYMENT #14
CONTRACT NO.
n/a
PAYMENT #15
CHANGE ORDER NO.
4
PAYMENT #16
PERCENT COMPLETED
80%
PAYMENT #17
CONTRACTOR:
Callander Associates
PAYMENT 918
CONTRACTAMOUNT:
$138,370
PAYMENT #19
CONTRACT CHANGE ORDERS:
1,927.69
AMOUNT CONTRACT CHANGE ORDERS:
CHANGE ORDER #01
Additional Soil Grading Options
1,851.00
CHANGE ORDER #02
Additional Survey Services
1,940.00
CHANGE ORDER #03
Additional Structural Calculation:
950.00
CHANGE ORDER #04
Construction Adminstrative Srvs
29,299.00
34,040.00
TOTAL OF ALL CURRENTAND PRIOR CHANGE ORDERS: $34,040.00
ADJUSTED CONTRACT AMOUNT: $172,410.00
PROGRESS PAYMENTS MADE:
AMOUNT
PAYMENT #01
11,616.59
PAYMENT 912
PAYMENT #02
14,222.80
PAYMENT#13
PAYMENT #03
11,724.89
PAYMENT #14
PAYMENT #04
7,280.16
PAYMENT #15
PAYMENT #05
12,435.14
PAYMENT #16
PAYMENT #06
18,041.00
PAYMENT #17
PAYMENT #07
15,444.50
PAYMENT 918
PAYMENT #08
26,386.67
PAYMENT #19
PAYMENT #09
1,927.69
PAYMENT #20
PAYMENT #10
5,741.83
PAYMENT #21
PAYMENT #11
PAYMENT #22
124,821.27
TOTAL ACTUAL PAYMENTS;
$ 724,821,27
ADJUSTED TOTAL CONTRACT: $172,410.00
REMAINING BALANCE ON CONTRACT: $47,888.73
RECOMMENDATION: APPROVED APPROVED APPROVED
DENIED DENIED DENIED
SIGNATURE:
Supervising City Manager Mayor
Dept Head
Ca(lander Associates
f_anclscape Architectme, Iric,
Via Email Only
March 28, 2013
ADDITIONAL SERVICES AUTHORIZATION #4
TO: Ms. Rosemary Alex
City of Dublin
Parks & Community'Services Dept.
100 Civic Plaza
Dublin, CA 94568
i
Phone: (925) 833 -6646
Pax: (925) 833 -6651
RE: PASSATEMPO PARK I construction administration services
Thank you for the`opportunity to present this proposal for construction administration
services for the Passatempo Park project. We have based this proposal on the outline of
service you provided in your email dated March 25, 2013. Items shown in boldface
italics represexit the deliverables or work documents to be provided for that task.
These services will be provided on this project in accordance with our agreement dated
March 6, 2012 and are considered an amendment thereto:
Services will be billed on an hourly basis, as requested by the City, and are anticipated
to include t e following tasks:
4.01 Con$truction Phase
a. Provide a Construction Administration Checklist to City staff and the contractor for
b. Attend pre - construction meeting.
c. Attend construction meetings /site visits as requested by the City (allow for up to 12
on `site meetings over the duration of construction).
d. Review and respond to submittals as called for in the technical specifications,
e. Review and respond to contractor RFIs.
f. Issue'ASI's as necessary.
3W fieulh l trsl Street, Suite 232',
Sari 1 ose, CA :35113
1400 275 0505
F 403 275 1304 7
r113ric taxi, Assoriale
San Mateo
Rarldn coeduvd
www.callallderassodales.co ll
L,Mdv_rape A1dQWLxe
Wiao G. £letdler, ASLA, Principal
Urban Design
A. Mark Viditer, ASIA Prillcllra)
lart€i Naming
Qenjanfla Vv. woo(Nde; ASLA Principal
Bark and Rerrear €oll plarltling
£nk Sl11411, ASIA Principal
Erl4 toortlenlal Nalllling
Peter E. Callander, ASDA f'rincillzd
Additional Services Authorization #4
RE: PASSATEMPO PARK /construction administration services
March 28, 2013
Page 2
g. Perform site visits and reviews as required by the specifications. Follow -up with
field reports. Site visits included in number of meetings specified in item'c' above.
h. Coordinate with subconsultants as required.
i. Attend substantial completion and provide punehlist of outstanding items.
5.0 SUBCONSULTANT REVIEW SERVICES
Callander Associates shall contract and coordinate with Zeiger Engineers and MacLeod
and Associates for reviewing submittals and responding to REI's as required per the
specifications.
6,0 REIMBURSABLE EXPENSES
In addition to the above fees, we would bill for all printing and reproduction, delivery,
the communication and insurance surcharge, and other reimbursable expenses as noted
in the Standard Schedule of Compensation attached to the original project agreement.
You should establish a tentative budget for these expenses (see Compensation below).
These costs will be itemized on our invoice and compared monthly with the total
allowances to assist you in monitoring these costs.
Compensation
4.0 Construction Assistance (hourly, with an allowance) ........................ $21,714
5.0 Subconsultant Services (hourly, with an allowance) .......................... $ 6,500
6.0 Reimbursable Expenses (allowance) ..................................................... $ 1,085
TotalCompensation ...................................... ............................... ........................$29,299
Compensation is based on a 180 calendar day schedule. Any delays or contract time extensions may exhaust the budgeted
ainount provided.
Schedule
Callander Associates will provide the above services upon receipt of a signed copy of
this authorization.
120I2ASM4I3.0328.doe
® copyrighted 2413 Callander As Dates
Landscape Architecture,lrtc.
Additional Services Authorization #4
RE: PASSATEMPO PARK /construction administration services
March 28, 2013
Page 3
Signatures
Landscape Architect Agreed and authorized to proceed
For City of Dublin:
rlan le ; LA, Principal to fautfiorized represenfafiae) (date)
Callander Associates
Landscape Architecture, Inc.
12012ASA #413.0328.doc
0 copyrighted 2013 Callander Assa-iales
Landscape Architecture, lac.