To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE THE SECOND AMENDMENT TO THE AGREEMENT WITH PACIFIC ARCHITECTURE AND ENGINEERING FOR CONSULTING SERVICES FOR THE REDONDO BEACH TRANSIT CENTER PROJECT, JOB NO. 20120 FOR AN ADDITIONAL AMOUNT OF $90,000 FOR A TOTAL NOT TO EXCEED AMOUNT OF $155,000 FOR THE EXISTING TERM
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EXECUTIVE SUMMARY
Pacific Architecture and Engineering (PAE) provides construction era architectural design support services to efforts to complete Phases 1 and 2 of the Redondo Beach Transit Center Project. These services are necessary to replace services anticipated to be provided by the original designer who has since withdrawn from the project. Architectural support services include overall coordination of the project’s various professional disciplines to clarify design intent as requested by the Contractor. As time has elapsed, a better estimate of the work volume has been made and this amendment will increase the contract value to better estimate the rate of work required by the construction.
Specifically, PAE provides responses to specific inquiries made by the contractor and solutions for unexpected changes in conditions related to building architecture and appurtenant facilities. At the time of contract initiation, a small initial contract value was selected to allow services to commence with the beginning of construction. An amendment was awarded in February 2021 to reflect that rate of work required to meet the demand. This Second Amendment to the agreement, increasing the contract value by $90,000 to a new not to exceed amount of $155,000 is recommended by staff to address several design complications arising from the age of the original plans, which were approved in 2016. Issues such as specifying replacement materials for those no longer available, addressing missing design information, and modifications to the building floorplan and elevation details to accommodate changes in building systems (electrical, mechanical, communications, etc.) have accounted for the high demand. Funding for this agreement and the Redondo Beach Transit Center Project is composed entirely of restricted transportation and grant funds.
BACKGROUND
The City’s Transit Center Project design was developed by Atkins Engineering who finalized their design in 2016 just prior to relocating their Southern California based services out of the state. At that time, they withdrew from the project and their contract has since expired. Certain design services were still needed to support the construction phase of the project, and the City engaged professional service providers in several design disciplines to fill the gap, including PAE to provide architectural support services. The spartan initial contract award on August 4, 2020 was made to ensure the services would be on board when they were required. After construction was well underway and the architectural services needs better understood, the City awarded the First Amendment to PAE in the amount of $50,000 on February 16, 2021 to address the anticipated work.
At this time construction efforts are turning to the transit center staff building portion of the project. The gap in information and need for modifications to the relatively “stale” plans and specifications have placed a higher demand on these services than what was projected at the beginning of the year. PAE has performed well and is providing important services to ensure the project is implemented as efficiently and economically as possible. Therefore, staff recommends this Second Amendment to the agreement be awarded, increasing the contract value by $90,000 to a new not to exceed amount of $155,000.
COORDINATION
The Second 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 and require no additional appropriation.
APPROVED BY:
Joe Hoefgen, City Manager
ATTACHMENTS
1. Second Amendment
2. First Amendment and Original Agreement