Title
Amendments to a Personal Services Agreement for Design and Consulting Services for 2012 & 2013 Annual Paving Program
Body
RECOMMENDED ACTION (Motion):
Authorize the City Manager to execute Amendments 4 to the Personal Services Agreement (PSA) with Murray Smith & Associates, Inc. (MSA), to provide additional design and construction administration services for the 2012 and 2013 Annual Paving Program.
BACKGROUND:
In 2011, the City developed a 5-Year Pavement Maintenance Plan to identify and rank streets most in need of repairs. The streets selected for the Phase 1 (2012/2013) and Phase 2 (2013/2014) work came from this 5 year plan.
On April 18, 2012, the City Commission authorized the execution of a personal services agreement with MSA in the amount of $198,736. The scope of the work was for design and consulting services related to roadway reconstruction projects for fiscal years 2012/2013 (Phase 1; $122,421) and 2013/2014 (Phase 2; $76,315). The original agreement was executed with the understanding that because the construction work was not fully defined and the availability of City staff for inspection and engineering services was not certain, additional services necessary would be added by amendment(s).
Justification for Amendments 1 through 2 (already executed through City Manager authorization) and Amendments 3 and 4 (attached for authorization) are as follows:
Amendment No. 1 (Phase 1; 2012 projects - already executed through City Manager authorization): During design and preparation of work plans and specifications for the 2012 projects, the City requested that the consultant perform additional work including design effort associated with additional design tasks for Barclay Hills Drive, Beavercreek Road, and Molalla Avenue, and production of 40 bid documents ($26,251).
Amendment No. 2 (Phase 1; 2012 projects - already executed through City Manager authorization): Pre/post construction surveying, construction inspection and administration services we anticipated and added for the 2012 projects as an addition to the baseline services included in the original scope ($26,861).
The Phase I work authorized under the original agreement and amendments 1 and 2 is complete and the contract balance authorized under the original agreement for Phase II work has yet to be expended or charged. Amendment No. 3 will complete the compensation needed for all the Phase I services.
Amendment No. 3 (Phase 1; 2012 projects - attached for City Commission information and to be authorized by the City Manager): Additional construction inspection services ($18,775).
Amendment No. 4 (Phase 2; 2013 projects - attached for City Commission Authorization): Additional tasks required of MSA as a result of an increase in the scope of work (adding additional street sections to the contract totaling approximately 5300 lineal feet of additional project length) is as follows and as outlined in the exhibit to Amendment 4:
• Additional project scope meetings;
• Surveying services;
• Utility coordination;
• Design services;
. Detailed pavement analysis services
Staff has negotiated with MSA to develop the scope and fees on amendments No. 4 ($96,406).
BUDGET IMPACT:
Amount: $115,181
FY(s): 2012-2014
Funding Source: PMUF