05-19-2020 - AGENDA ITEM 03 CONSIDERATION OF EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH EC&AM ASSOCIATES, INC. DBA GK & ASSOCIATES FOR AZUSA SEWER LIFT STATION UPGRADE PROJECTAGENDA ITEM NO.3
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AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: May 19, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT
WITH EC&AM ASSOCIATES, INC. DBA GK & ASSOCIATES FOR AZUSA SEWER LIFT
STATION UPGRADE PROJECT
RECOMMENDATION:
It is recommended that the City Council:
1. Approve the First Amendment to the Professional Services Agreement with EC&AM Associates, Inc. dba
GK & Associates to extend the term of the agreement through September 6, 2021, for an additional
16-months of services for project management, inspection services, and testing for the Azusa Sewer Lift
Station Upgrades project; and
2. Authorize the City Manager to negotiate and execute the amendment.
BACKGROUND:
On May 7, 2019, the City Council authorized the award of a Professional Services Agreement (PSA) to GK &
Associates for construction management and inspection services in connection with the Azusa Avenue Sewer Lift
Station Upgrades Project. The PSA provides for a term of 12 months. However, due to a typographical error, the
PSA states that the term of the PSA ends on July 17, 2019. The City and GK & Associates intended to amend the
PSA to correct the end date to correspond with the 12-month term; however, the amendment was never fully
executed. GK & Associates has continued to provide services based upon the 12-month term language of the PSA.
Therefore, staff is requesting City Council's approval of an amendment to extend the term of the PSA for 16
months, through September 6, 2021.
DISCUSSION:
The field construction for the Azusa Sewer Lift Station Upgrades Project is scheduled to commence in Summer of
2020. The anticipated construction completion is late 2020. Staff is recommending extending GK & Associates'
agreement for an additional 16-months, through September 6, 2021, for GK & Associates to continue providing
project management, inspection services, and testing for the Azusa Sewer Lift Station Upgrades Project.
LEGAL REVIEW:
The City Attorney's Office has reviewed the amendment and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation; or
2. Provide alternative direction.
Prepared by: Okan Demirci, PE, CIP Manager
Fiscal Impact
FISCAL IMPACT:
The total estimated project cost is as follows:
Design and Staff Oversight
$111,049.00
Construction Contract
$2,239,700.00
Contingencies
$223,970.00
Southern California Edison New Service Connection
$25,000.00
Construction Management and Inspection
$118,110.00
Staff Project Administration
$68,571.00
Temporary Odor Control During Construction
$25,000.00
Project Total
$2,811,400.00
The funds previously approved for this project are as follows:
Project No.I
Funds
Account No. Amount
U-17022
Sewer Fund (189)
17022.189.7300 $2,74Q 000.00
U-17022
Sewer Fund (189)
17022.189.7300 $71,400.00
Total $2,811,400.00
There are sufficient funds available in the Sewer Fund, and there is no impact to the General Fund. No additional
funds are required for the contract extension.
Attachments
Attachment No. 1 - First Amendment
CITY COUNCIL GOALS & OBJECTIVES: Enhance City Facilities and Infrastructure
Enhance the City hnage and Effectiveness
Protect Public Safety
Respond to the Global COVID-19 Pandemic
ATTACHMENT NO. 1
FIRST AMENDMENT TO
CITY OF WEST COVINA
PROFESSIONAL SERVICES AGREEMENT
WITH
EC&AM ASSOCIATES, INC. DBA GK &ASSOCIATES
FOR
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR
AZUSA SEWER LIFT STATION UPGRADES PROJECT
THIS FIRST AMENDMENT ("Amendment') is made and entered into as of May 6, 2020
("Effective Date"), by and between the CITY OF WEST COVINA, a municipal corporation ("City"),
and EC&AM ASSOCIATES, INC., a California corporation DBA GK & ASSOCIATES
("Consultant').
WHEREAS, City and Consultant entered into a Professional Services Agreement dated
May 7, 2019 for Consultant to provide construction management and inspection services for the
Azusa Sewer Lift Station Upgrades Project ("Original Agreement'); and
WHEREAS, Section 4.1 of the Original Agreement provides for a term of twelve (12)
months; and
WHEREAS, Section 4.1 of the Original Agreement contains a typographical error that lists
July 19, 2019 as the expiration date; and
WHEREAS, City and Consultant intended that Section 4.1 of the Agreement provide for a
12-month term, ending on May 6, 2020; and
WHEREAS, Consultant has provided services throughout the intended 12-month period;
and
WHEREAS, City and Consultant desire to correct the typographical error; and
WHEREAS, City and Consultant further desire to extend the term for sixteen (16) months,
through September 6, 2021, for Consultant to continue to provide project management, inspection
services, and testing for the Azusa Sewer Lift Station Upgrades Project.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
Section 4.1 of the Original Agreement shall be amended to read as follows:
4.1 Term. This Agreement shall commenceonthe Effective Date and continue
for a period of one (1) year, ending on May 6, 2020, unless previously terminated
as provided herein or as otherwise agreed to in writing by the parties.
The term of the Original Agreement shall be extended for sixteen (16) months,
through September 6, 2021.
1
EC&AM Associates, Inc. dba GK & Associates
Form Revised April 2020
All terms not defined herein shall have the same meaning and use as set forth in
the Original Agreement.
4. All other terms, conditions, and provisions of the Original Agreement shall remain
in full force and effect.
IN WITNESS WHEREOF, City and Consultant have executed this Amendment as of the
date set forth above.
CITY OF WEST COVINA CONSULTANT
David Carmany
City Manager
ATTEST:
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
Thomas P. Duarte
City Attorney
haza Khan
President
2
EC&AM Associates, Inc. dba GK & Associates
Form Revised April 2020