HomeMy WebLinkAboutStaff Report 14277
City of Palo Alto (ID # 14277)
City Council Staff Report
Meeting Date: 6/20/2022 Report Type: Consent Calendar
City of Palo Alto Page 1
Title: Approval of Amendment Number 1 to Contract Number C21178372C
with C&S Engineers, Inc. for the Airport Apron Reconstruction Project (AP-
16000) in the Amount of $215,023 for a New Total Not-to-Exceed Amount of
$1,715,023, and approval of a Budget Amendment in the Airport Fund in
Fiscal Year 2022
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute Amendment No. 1
to Contract No. C21178372C with C&S Engineers, Inc. (Attachment A), to increase
compensation by $215,023 to provide construction administration and management
services related to Phase III of the Airport Apron Reconstruction project (AP-16000), for
a new total not-to-exceed amount of $1,715,023; and
2. Amend the Fiscal Year 2022 Budget Appropriation for the Airport Enterprise Fund, by a
2/3 vote, by:
a. Increasing the contract services expenditure appropriation for the Airport Apron
Reconstruction project (AP-16000) by $215,023; and
b. Decreasing the ending fund balance by $215,023.
Background
On December 7, 2020 (CMR 11654), the City Council approved Contract Number C21178372C
with C&S Engineers, Inc. (C&S) for planning and construction management services. Staff
recommends amending this contract to add additional funds for C&S construction management
services to complete the Apron Reconstruction Project (AP-16000).
Discussion
The construction management services provided by C&S have been vital to the success of all
three phases of the Airport Apron Reconstruction Project. Phase III of the Airport Apron
Reconstruction project was originally scheduled for completion in September 2021. However,
during the project there has been extensive extra work and delays experienced due to the poor
condition of existing subgrade underneath the Airport apron. The original plan for subgrade
treatment was a cement treated process in which cement is mixed into the clay mud to build a
City of Palo Alto Page 2
stable platform. This has succeeded on much of the apron project, but there have been areas
where the original plan did not produce a stable platform to continue construction. C&S, as the
engineer of record, developed additional plans to construct a stable subgrade; however, this
has taken additional time as there is no single solution to solve all the subgrade issues.
The additional funds requested in this report will be required to continue through the expected
completion of the project in August 2022. This amendment will allow sufficient funding for C&S
to complete As-Builts and documents required for the close out of the Federal Aviation
Administration (FAA) grant. Airport staff is working with the FAA on a change order to the grant
that will include these additional contract expenses for reimbursement. Since these expenses
are eligible for up to 100% reimbursement as part of the FAA Airport Improvement Program,
staff expects the FAA change order to be approved shortly after Amendment No. 1 is executed.
Resource Impact
Pending the City Council’s approval of the recommendations in this report, the contract
services expenditure appropriation for the Airport Apron Reconstruction project (AP-16000) will
increase by $215,023 for FY 2022. This will bring the total cost of the project to approximately
$42.2 million. The additional expenses included in the recommended contract amendment are
eligible to receive 100% funding from the FAA, and staff is working to complete the FAA change
order to incorporate them into the existing FAA grant. This contract adjustment will initially be
funded from Fund Balance in the Airport Fund, but Staff anticipates the FAA will approve an
amendment to the grant and the revenue will be recognized later to reimburse the Fund
Balance.
Stakeholder Engagement
Airport stakeholders have been involved in the Apron Reconstruction project since the
beginning of design, and airport staff continues to engage with the Palo Alto Airport Association
and Airport businesses to minimize construction impacts.
Policy Implications
The recommendation does not represent any changes to existing City policy.
Environmental Review
The Phase III Airport Apron Reconstruction Project has been assessed in accordance with the
authority and criteria contained in the California Environmental Quality Act (CEQA), the State
CEQA Guidelines, and the environmental regulations of the City. Specifically, the project is
categorically exempt from the provisions of CEQA per Section 15301 (Existing Facilities).
Attachments:
• Attachment A: CS Engineers Inc.; Contract C21178372C Amendment No. 1
AMENDMENT NO. 1 TO CONTRACT NO. C21178372C
BETWEEN THE CITY OF PALO ALTO AND C & S ENGINEERS, INC.
This Amendment No. 1 to Contract No. C21178372C (“Contract”) is entered into
June 20, 2022, by and between the CITY OF PALO ALTO, a California chartered municipal
corporation (“CITY”), and C & S ENGINEEERS, INC., a New York corporation, located at 499 Col.
Eileen Collins Boulevard, Syracuse, New York 13212 (“CONSULTANT”).
R E C I T A L S
A. The Contract was entered into between the parties for the provision of
On-call engineering services including planning, design engineering, environmental analyses,
grant management and construction management.
B. The parties wish to amend the Contract to increase the compensation to
cover additional anticipated task order for Phase III of the Airport Apron Reconstruction Capital
Improvement Project; to increase the total not-to-exceed amount of the Contract by an amount
not to exceed Two Hundred Fifteen Thousand Twenty Three Dollars ($215,023.00) from One
Million Five Hundred Thousand ($1,500,000.00) to a new total not-to-exceed amount of One
Million Seven Hundred Fifteen Thousand Twenty Three Dollars ($1,715,023.00); as detailed
herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C21178372C
between CONSULTANT and CITY, dated December 7, 2020 of original
contract.
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 4. NOT TO EXCEED COMPENSATION is hereby amended to read as
follows:
“The compensation to be paid to CONSULTANT for performance of services
described in Exhibit “A” (“Basic Services”), and reimbursable expenses, shall not
exceed One Million Seven Hundred Fifteen Thousand Twenty-Three Dollars
($1,715,023.00)”
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SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are
hereby incorporated in full into this Amendment and into the Contract by this reference:
a. EXHIBIT “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1”,
AMENDED, REPLACES PREVIOUS.
b. EXHIBIT “C” entitled “COMPENSATION, AMENDMENT NO. 1” (AMENDED,
REPLACES PREVIOUS).
c. EXHIBIT “C-1” entitled “HOURLY RATE SCHEDULE” (AMENDED, REPLACES
PREVIOUS)
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
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CITY OF PALO ALTO
_________________________
City Manager
APPROVED AS TO FORM:
_________________________
City Attorney or Designee
_________________________
Director of Public Works
C & S ENGINEERS, INC.
By:__________________________________
Name:_______________________________
Title:_________________________________
By:__________________________________
Name:_______________________________
Title:_________________________________
Attachments:
EXHIBIT “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS)
EXHIBIT “C” entitled “COMPENSATION, AMENDMENT NO. 1” (AMENDED, REPLACES PREVIOUS)
EXHIBIT “C-1” entitled “HOURLY RATE SCHEDULE” (AMENDED, REPLACES PREVIOUS)
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Managing Engineer
Teddy Ramil
Service Group Manager
Lance McIntosh
EXHIBIT A
SCOPE OF SERVICES
AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS)
Consultant will provide on-call services at Palo Alto Airport in
connection with categories associated with the airfield improvements
identified on the ACIP: Planning and Construction Management.
Consultant will perform all professional services consistent with the
industry-accepted roles of Construction Manager for the following
projects:
• Reconstruction Access Road
• AWOS III
• Airfield Electrical Improvements
• Runway and Taxiway Reconstruction and Drainage Improvement
• Apron Reconstruction Project Phase III
Consultant may provide other Construction Management services as required.
Consultant will provide planning services to assist Airport and City staff with
preparation of the necessary technical detail and analyses involved with
airport planning. Specific projects include:
• ALP narrative with Aeronautical Survey
• Business Plan
Consultant may provide other planning services as required.
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EXHIBIT “C”
COMPENSATION, AMENDMENT NO. 1
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all services, additional
services, and reimbursable expenses shall not exceed the amount(s) stated in Section 4 of this
Agreement. CONSULTANT agrees to complete all Services and Additional Services, including
reimbursable expenses, within this/these amount(s). Any work performed or expenses incurred
for which payment would result in a total exceeding the maximum amount of compensation set
forth in this Agreement shall be at no cost to the CITY.
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which
CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and
meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $250 shall be approved in advance by the CITY’s project
manager.
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EXHIBIT “C-1”
HOURLY RATE SCHEDULE (AMENDED, REPLACES PREVIOUS)
C&S ENGINEERS, INC.
Apron Reconstruction, Phase III Project
Rate Schedule
ENGINEERING Hourly Rate
Service Group Manager $301.38
Department Manager $252.00
Project Manager $220.00
Managing Engineer $248.00
Chief Engineer $199.00
Senior Project Engineer $181.00
Project Engineer $158.00
Engineer $129.00
Staff Engineer $123.00
Senior Designer $132.00
Designer $99.00
Resident Engineer $16.00
Grant Administrator $111.00
Administrative Assistant $76.00
PLANNING
Director, Terminal $275.00
Director $220.00
Associate Director, Terminal $255.00
Associate Director $205.00
Principal Consultant $185.00
Senior Consultant $130.00
Consultant $110.00
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