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City Council Regular
Meeting Date: 08/14/2018  

Approve Amendment No. 1 to Agreement No. A2018-093 with RJM Design Group, Inc., in the amount of $26,500, increasing the total agreement to a not-to-exceed amount of $115,610.
On April 10, 2018, the City Council approved a Professional Services Agreement with RJM Design Group, Inc. (RJM), for the design and preparation of construction bid documents for the Grand Avenue Park Artificial Turf Installation Project (Project).  The Project required comprehensive design and bid documents to guarantee the selection of highly qualified contractors for the construction phase.
During the bidding phase of the Project, the City's staff primarily managed the necessary procedures without requiring additional services from RJM.  On May 22, 2018, the City Council awarded the contract to Los Angeles Engineering, Inc. (LAE) for the construction of the Project.  During the course of construction, LAE submitted Requests for Information (RFIs) to obtain clarifications and interpretation of the design and specifications.  To ensure the needed clarification and information were provided in a timely manner, the pertinent RFIs were provided to RJM for their assessment and response.  The additional engineering and administrative services during the construction phase are necessary and therefore, City staff has solicited a cost proposal from RJM for the additional work.
The proposed amendment of the scope of work, in part, requires the consultant to provide construction management services, perform minor engineering and re-design, and provide necessary information for clarifications and interpretations of bid documents.  These support services during the construction phase of the Project are added on an “as-needed” hourly basis.
Staff recommends that Amendment No. 1 to Agreement No. A2018-093 be authorized with RJM for a total not-to-exceed agreement amount of $115,610.
The project has been determined to be exempt as a Class 2(c) Categorical Exemption (Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity), pursuant to Section 15302 of Guidelines for the California Environmental Quality Act of 1970, as amended, Public Resources Code Section 21000 et seq.
The total estimated cost for this project is as follows:
Item Amount
Design $89,110.00
Construction Contract for Synthetic Field Turf (FieldTurf, USA, Inc.) $939,585.00
Construction Contract Amount (Los Angeles Engineering, Inc.) $1,058,241.30
Contingencies (10%) $105,824.13     
Construction Project Management, Inspection, & Testing $207,239.57
Grand Total Estimated Project Cost $2,400,000.00
There will be no impact to the General Fund.  Funds for this project were previously approved by the City Council as part of the Fiscal Year 2018-19 Capital Improvement Program (CIP) budget.  The funds available for this project are as follows:
Project No. Funding Source Amount
P18003 CFD-1 $27,400.00
CFD-2 $90,900.00
CFD-4 $1,916,200.00
CFD-6 $286,300.00
CFD-8 $79,200.00
Grand Total Estimated Project Cost $2,400,000.00
This agenda item has been reviewed by the Community Services Director and Finance Director.
Amendment No. 1 to Agreement No. A2018-093
Exhibit C - Scope of Work
Exhibit D - Additional Proposal and Fee Schedule

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