CONTRACT 4836B Amendment CLOSED Agreement No. 48366
SECOND AMENDMENT TO
AGREEMENT NO. 4836 BETWEEN
THE CITY OF EL SEGUNDO AND
AKM CONSULTING ENGINEERS
THIS SECOND AMENDMENT("Amendment") is made and entered into this 16th day of August,
2017, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation
("CITY"), and AKM CONSULTING ENGINEERS, a California corporation ("CONSULTANT").
The parties agree as follows:
1. Pursuant to Section 35 of Agreement No.4836("Agreement"),the Agreement is amended
to extend the term of the Agreement through December 31, 2017.
2. The Agreement is amended to replace the services set forth in the Agreement with the
services set forth in the attached Exhibit"A", which is incorporated by reference, as the
SCOPE OF SERVICES that CONSULTANT agrees to perform in accordance with the
Agreement. Such Work must be completed in accordance with the unit rates set forth in
the Agreement. CITY may adjust such amounts in accordance with the Agreement.
3. Pursuant to Section 35 of the Agreement, the Agreement is amended to increase the
amount of the contract by an additional sum of twenty-five thousand dollars ($25,000)
for the additional Work authorized by this Agreement. Such amount will be paid, and
may be adjusted, as set forth in the Agreement. The total contract sum is now not to
exceed seventy-five thousand, nine hundred and fourteen dollars ($75,914).
4. This Amendment may be executed in any number or counterparts, each of which will be
an original, but all of which together constitutes one instrument executed on the same
date.
5. Except as modified by this Amendment, all other terms and conditions of Agreement No.
4836 remain the same.
[SIGNATURES ON NEXT PAGE]
1
Agreement No. 48366
IN WITNESS WHEREOF the parties hereto have executed this Amendment the day and year
first hereinabove written.
("ll, 1", L"I "Ei(JUM) AKM CONSULTING ENGINEERS
.......................
(ire .zrrp ° ter c k i Kayiran, P.E.
Cit 4allager President and llrimilex
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ATTEST:
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Taxpayer ID No. 330422066
APPROVED AS TO FORM:
—V—...........................�.. -r
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Mark D.Hes _ I'll-
...........
cy,
City Attorney
2
Agreement No. 48366
1 A.�
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JW MOVOUR Water Resources
/nfmsbvttrrne
Cons&ucdon Management
AKM Consulting Engineers
553 Wald
Irvine,CA 92616
Telephone:949.753.7333 Facsimile:949.753.7320
mmmdamo.c=
August 16,2017
City of EI Segundo
350 Main Street
El Segundo,CA 90245
Attention; Mr.John Gilmour
Subject: Revised Proposal to Provide Construction Inspection Services for the City of EI
Segundo—Fiber Optic Network Expansion
Dear Mr.Gilmour:
AKM Consulting Engineers is pleased to submit this proposal to provide construction inspection
services for the City Wide Fiber Optic Network Expansion. Our proposed scope of services and fee
estimate are as follows:
TASK 1—PRECONSTRUCTION ACTIVITIES
A. Prior to beginning the project, the Construction Inspector will be completely familiar with the
project plans, specifications, applicable City standards and the standards of other agencies having
jurisdiction over the project as well as all other construction related documents. He will also
become familiar with traffic control plans, the baseline construction schedule, construction
sequence, and permit requirements. Any questions regarding interpretation, meaning or intent
arising from the review shall be clarified with the City and/or the design engineer prior to
commencement of the project.
B. AKM will schedule a pre-construction conference.The meeting will be attended by representatives
of the City of El Segundo, AKM, the Contractor, and all other project stakeholders such as local
authorities including police and fire departments, other affected utility/facility owner's personnel,
affected community members such as residents,the local school district or nearby business owners
and any other regulatory agency having jurisdiction over the project.The meeting will review the
project objectives, introduce key personnel for the City,AKM, Contractor and define their roles on
the project, discuss the Contractor's initial Construction Schedule; review labor compliance
requirements,progress payment procedures, and project record keeping; establish project lines of
communication,appropriate project site conduct,and other project procedures;and discuss public
relations concerns and procedures including required Public Notices. Potential utility and traffic
safety problems shall be discussed. A written record of attendance and detailed meeting minutes of
Items discussed will be prepared and distributed to all attendees by AKM. AKM will distribute a
draft copy of the pre-construction meeting minutes to the City for initial review and comment prior
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AttentEftu .J Pay&2
to distributing the draft minutes to the other attendees for comment After incorporating all
comments,AKM will distribute a final copy of the pre-construction meeting minutes.
C. The Construction Inspector will thoroughly review the traffic control plans prior to beginning the
project The traffic control plans will be the basis for verifying compliance when reviewing the
Contractor's traffic control measures and maintenance throughout the duration of the project Any
potential concerns with the traffic control plans will be brought to the attention of the City. At a
minimum, the Construction Inspector will review the traffic control daily after it is mobilized to
verify it is being maintained intact and as designed, and that traffic control devices have not been
tampered with or disturbed from their intended positions.
TASK 2—CONSTRUCTION PHASE
A. In an effort to define and review existing construction issues, as well as coordinate project
elements, AKM will schedule weekly construction progress meetings. Attendees will typically
include key representatives from the City of EI Segundo, AKM, the Contractor and other agencies
having jurisdiction over the project The Construction Inspector shall attend regularly scheduled
construction progress meetings. The following are typical items that are addressed during
meetings: Work completed during the previous 2 weeks, overall schedule review,submittal status,
schedule of work for the next two weeks, future items requiring coordination, RFI status, as-built
drawing maintenance, progress payments, contract change orders, materials and equipment
delivered, site maintenance and safety, neighboring property owner comments and concerns, and
Contractor performance relative to project schedule,cost,and frequency of non-compliance notices
and/or corrective work.
B. AKM will process Contractor submittals and distribute them to the City for review. The
Construction Inspector will pre-screen submittals to verify they are complete and relevant prior to
distributing to the City for technical review. AKM will create a project submittal register to track
each submittal and identify the date the submittal was received by AKM,the date it was transmitted
to the City for review, the date the submittal was returned by the design engineer and City and the
noted status of the submittal (no exceptions taken,revise and resubmit,make corrections noted or
submit specified items), and the date submittal was returned to the Contractor. The submittal
register will also track each re-submittal as noted above when re-submittal for an item is required.
AKM will distribute the comments back to the Contractor as well as the final submittals.
C. Requests for information, submittals, shop drawings, proposed contract change orders and plan
revisions will be processed, tracked and logged both in hardcopy and in electronic format At the
conclusion of the project, AKM will submit electronic copies of all project correspondence,
submittals, meeting notes/minutes, contract change orders and schedules in DVD format, or other
format acceptable to the City.
D. The Construction Inspector will review the completed work quantities at the conclusion of the work
with the Contractor's Field Superintendent and/or Project Manager at the project site, AKM will
review the Contractor's updated as-built drawings at this time. The Contractor will then submit a
payment request on a form acceptable to the City to AKM for approval, including any and all
required paperwork. AKM will review the payment request for accuracy and completeness and
review any other required paperwork such as certified payroll reports, statements of compliance
and updated progress schedules. If AKM discovers errors, the Contractor will be notified for
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corrections. Once the payment request and all required paperwork are correct,AKM will forward
them to the City with a statement of AKM's recommendation for payment
E. Inspection of the work will be provided to ascertain that the work is done in accordance with the
requirements of the Contract Documents,and permits.
A dated photographic log will be kept by the Construction Inspector during the prosecution of the
project Time stamped and dated photographs will be included in the daily report with descriptive
captions of each photograph. All project photographs will be stored electronically on a DVD,saved
with descriptive file names and date taken for easy identification. They will be submitted to the
City weekly,or any other duration desired by the City.
F. AKM will verify that the Contractor has notified all affected utilities for the project This will entail
verifying that the Contractor has contacted Dig Alert and that all utilities have clearly marked the
location of their facilities. AKM will not permit the Contractor to begin construction activities prior
to all affected utilities being notified and all underground utilities being clearly marked. During
exploratory excavations, "potholing," the Construction Inspector will provide inspection verifying
that the utility is located, accurately measured and documented, and any conflicts are identified.
When utility conflicts are encountered,AKM will verify that the Contractor immediately notifies the
utility owner as well as the City. AKM will continually keep the City informed of all utility
coordination and relocation issues until resolution.
G. When the Construction Inspector determines the Contractor's work in progress or completed work
to be deficient and not in conformance with the contract requirements, or that the Contractor has
refused to comply with the Contract,a non-compliance notice will be issued. The Contractor's Field
Superintendent will immediately be verbally notified of the non-compliance and the requirement
for corrective action to be taken. AKM will follow up with a written notice,on a form acceptable to
the City,sent to the Contractor's address on record. The form will reference the date and time the
non-compliance was determined, the name of the Field Superintendent who was notified,sections
of the project specifications and/or pages of the plans that substantiate the non-compliance, a
thorough description of the non-compliance, how the work was determined to be non-compliant
(inspection, testing, or other means), the estimated value of the non-complying work and if the
work is defective and is to be repaired/corrected or if the work is rejected and must be removed
and replaced with work complying with the plans,specifications and all applicable regulations. The
form will be signed and dated by the Construction Inspector and sent to the Contractor via regular
mail. An electronic PDF copy will also be immediately transmitted to the Contractor via email. The
form will contain a signature block for the Contractor to sign, date and send back to AKM to
acknowledge receipt
H. We will provide geotechnical and field materials sampling and testing, including aggregate base,
soil, fill material, asphalt concrete sampling and testing; soil, aggregate base, and asphalt
compaction testing through a qualified subconsultant The Construction Inspector will coordinate
with the subconsultant to schedule materials testing and sampling as necessary during
construction. A breakdown of the testing anticipated Is included with our fee proposal.
1. Daily reports will be created by the Construction Inspector for each day on the project The daily
report will contain a written summary of work completed and all construction activities occurring
at the site. The summary will contain specific times and durations that work or events occurred.
The daily report will also document weather conditions; drawing, specification and stationing
AKM Proposal,17.1077
Agreement No. 48366
City o f nSegunda August M 2017
AttentWw Mrjoiwvoamour PaV&4
references for work completed; traffic control measures taken by the Contractor; quantity of
materials used; quantity of materials not used yet stored on site; equipment on site and whether
the equipment was used; time that equipment was used on the project; and the names, labor
classifications, and hours worked for all Contractor Employees including subcontractors. Detailed
descriptions will be provided to document any conversations with the Contractor's Field
Superintendent or other Contractor Personnel, information given to the Contractor, non-
compliance notices issued,any construction issues identified by the Contractor, and any visitors to
the project site and their purpose for being there.
The Construction Inspector will make notations in the daily report regarding the safety measures
employed by the Contractor; any safety concerns, violations, or deficiencies noticed; and action
taken by the Contractor to correct them.
The daily report will also contain notations regarding potential conflicts that may result in a
request by the Contractor for a contract change order. If no issue or conflict is discovered for a
particular day,the Inspector will note that in the report
Time noted and dated photographs of construction activities will be included in the daily report
Sketches, drawings, or details will be prepared by the Construction Inspector as necessary to
explain and document daily construction activities,and will be included in the daily report
Daily reports will be completed the same day the inspections were conducted to ensure the
accuracy and completeness of the report Signed copies of the report will be transmitted to the City
weekly or at any other frequency desired by the City.
The Construction Inspector will make daily observations at the project site to verify compliance
with the City's NPDES permits and requirements,SWPPP plans and all other local,state,and federal
laws and regulations. When non-compliance is determined, the Contractor will be issued a non-
compliance notice.
J. All construction related correspondence transmitted to the Contractor will be routed through AKM.
The City will be copied on all correspondence transmitted by AKM to the Contractor or any other
organization/agency involved. RFI's will be sent directly to the City of EI Segundo.
K. The Construction Inspector will continually monitor that the Contractor is keeping accurate record
as-built drawings reflecting the actual locations, materials, quantities and dimensions of the work
constructed including differences resulting from shop drawing revisions, and change order
modifications. The Construction Inspector will also maintain a record set of as-built drawings and
immediately update the drawings as soon as any variances are known. At the conclusion of the
project, the Construction Inspector will review the Contractor's as-built drawings to verify that all
variations from the original contract drawings have been accurately recorded.
L. During the course of the project AKM will interpret and enforce the requirements of the Contract
Documents. The Construction Inspector will preemptively monitor for potential conflicts that may
result in a contract change order. Daily notations of any conflicts observed or potential contract
change orders will be made in the daily reports noting the time of a dispute,time of notification by
the Contractor and of any action taken by the Inspector. Detailed accounts of any disputes with the
Contractor relating to the project scope of work will also be documented in the daily report AKM
will immediately notify the City in writing when a conflict,dispute,design problem and/or potential
contract change order arises. Contract change order proposals and/or claims will be received by
AKM ProposabV-1077
Agreement No. 48368
CUYOfEld""ndo- Augwt16,2017
Atdrntkw Mr.Johry i$a*wLw Page 5
the Construction Inspector and reviewed for merit and reasonableness of cost The change order or
claim will be forwarded to the City for review and comment AKM will also prepare a written
justification for the contract change order or recommendations for claim resolution including a
schedule impact analysis, cost estimate, a detailed description of the extra work, background
information surrounding the issue, resolution alternatives and recommendations for action by the
City. AKM will maintain cost accounting records on authorized work performed under unit costs,
actual cost for labor and materials, and other required basis for accounting records. AKM will not
authorize any extra work or change order without conference with and prior written approval by
the City.
TASK 3—POST CONSTRUCTION PHASE
A. Once AKM determines the project has reached completion and are notified the same by the
Contractor,the City will be notified and a final inspection/walk through will be recommended. It is
anticipated that the final inspection/walk through will include City Engineering staff, City
maintenance staff,and the AKM Inspector.
B. Based on the findings and results of the final inspection/walk through, AKM will develop a punch
list of work to be completed and/or corrected. The punch list will be broken down into categories
based on project specifics, for example: conduit, paving, right-of--way, and appurtenances. When
the punch list is submitted to the Contractor, AKM will obtain the Contractor's schedule for
completing the punch list AKM will conduct inspections based on the Contractor's punch list
completion schedule and verify that all items are complete.
C. During project closeout, AKM will obtain from the Contractor any and all required guarantees,
certifications, affidavits, warrantees, and other documents required by the project's Contract
Documents. AKM will review the documents to verify that they are complete and accurate. AKM
will notify the Contractor of incomplete or Inaccurate documents and obtain revisions. Once
complete,AKM will transmit all of the documentation described above to the City.
When AKM has ascertained that all work under contract has been completed and that the
Contractor has fulfilled each and every aspect of the contract, AKM will review and recommend
payment to the City of the Contractor's final payment and release of retention funds.
Following the processing of the Contractor's final payment, AKM will transmit all original project
documents and electronic copies to the City.
We propose to complete this scope of work on a time and materials basis for a fee not to exceed
$75,914 as detailed in the attached Work Hour and Cost Estimate table. Our proposed materials testing
sub-consultant's scope of work and cost breakdown has been attached herein for reference. We will be
happy to review the scope of work and the associated work hours, and make any requested
adjustments to fit the City's planning and budget
Out of pocket expenses(blue printing,reproduction and printing,delivery,subcontracted services,etc.)
will be invoiced at cost plus 10%in order to cover costs associated with administration,coordination
and management of subcontractors. Mileage will be invoiced at$0.65 per mile.
AKM Proposab 17.1077
Agreement No. 48366
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We appreciate the opportunity to submit our proposal and look forward to being of service to the City
of El Segundo on this most important project If you should have any questions or require additional
information,please do not hesitate to contact the undersigned.
Very truly yours,
AKM Consulting Engineers
Emin Kayiran
Senior Construction Manager
AW roposa.D 17-1 7