To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
title
APPROVE THE EIGHTH AMENDMENT TO THE AGREEMENT WITH PACIFIC ARCHITECTURE AND ENGINEERING FOR REDONDO BEACH TRANSIT CENTER PROJECT MANAGEMENT SERVICES FOR AN ADDITIONAL AMOUNT OF $45,000 FOR THE EXISTING TERM
end
EXECUTIVE SUMMARY
Pacific Architecture and Engineering (PAE) has provided project management services for the City since 2014, as supplemental staff, to help bring the Transit Center Project through each stage of execution including design, property acquisition, procurement and construction. The contract has been amended seven times to accommodate new phases of the project, unanticipated changes to scope, and more recently delays and complications with the construction phase. These amendments have increased the total contract value to $830,000 to date. The project is nearing completion of Phase 1, which represents construction of the Transit Center itself, and is just about to enter Phase 2, which is demolition of the existing transit facility, restoration of the parking area, and implementation of street widening along Kingsdale Ave. Completion of Phase 1 is anticipated for early fall 2022.
As construction has progressed, the demand for project management services provided by PAE, has increased due to necessary plan revisions, changes to contractor scope and unforeseen circumstances. Continuing duties involve contract administration of the construction management services, managing applications for payment from the contractor, reporting to grant agencies as required in funding agreements, applications for reimbursement from funding agencies, and representing the City for oversight of the project. PAE's experience with the project’s history and the nuances of the original property exchange are invaluable to successfully closing out the project.
Staff is recommending an increase in contract value of $45,000 for a new not to exceed total of $875,000 through approval of the Eighth Amendment. Funding for this agreement and the Redondo Beach Transit Center Project is composed entirely of grants and restricted transportation funds. No additional funding is needed to approve this Eighth Amendment.
BACKGROUND
The City initially awarded a professional services agreement to the designer of the Transit Center Project in 2009 to PBS&J (now known as Atkins North America, Inc.) for Phase 1 of the Project. That contract was amended several times to add design services for a LEED rating, mitigation measures along Kingsdale Avenue, demolition and restoration of the existing transit center, improvements to the parking areas adjacent to the new Transit Center facility, updates to the building code, storm water compliance filings, and the addition of an art feature to the site. In 2014, Atkins moved their design office out of Los Angeles to Texas. The resulting logistical issue, combined with the then current vacancies within the Engineering Division of the Public Works Department resulted in the City seeking the services of a Project Management firm, which led to the initial contract with PAE.
Since that time, the coordination of the Project elements has only become more complicated. Design documents were finally acquired from Atkins in late 2016. PAE managed the Project through design development and approval of the property exchange agreement with South Bay Galleria, in May 2018, needed to execute construction. The work required to coordinate efforts to relocate telecommunication lines first with Verizon, then with its successor, Frontier, was also carried out by PAE. The bid review and recommendation to reject all bids pending the procurement of additional funding was supported by PAE. Additionally, the second solicitation, bid protest and eventual award of the project to the contractor was managed by PAE. Finally, as construction began in late 2020, PAE has served to oversee and coordinate the work of the construction manager, design team, utility providers and neighbors for compliance with the agreements governing construction, utility service, access and funding. Beyond this, it should be noted that PAE has significantly reduced the amount of time the City Engineer, Principal Engineer and many other Public Works Department Engineering personnel would have spent on the project otherwise.
Serving as the City’s project manager, PAE’s input and management is important to successfully bring the Project through the construction and project close out phases. In order to complete the above work, staff is recommending the attached Eighth Amendment to PAE’s contract to increase the contract by $45,000 for a new total contract amount of $875,000 and no extension to term, which is set to expire on December 31, 2022.
A copy of the original agreement, and previous amendments can be viewed at:
<http://laserweb.redondo.org/weblink/0/doc/348584/Page1.aspx>
COORDINATION
The Eighth Amendment was prepared by the City Attorney’s Office.
FISCAL IMPACT
Funding for the amendment and the Redondo Beach Transit Center Project is composed entirely of grant and restricted transportation funds. The funds for this amendment are available in the overall project budget and require no additional appropriation.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
Eighth Amendment to the Pacific Architecture and Engineering Agreement, with Signature, and Certificate of Insurance.