2020/08/12 IDS Group, Inc. Amendment No. 2 to Agreement for CIP 19-16 Lazy Creek Recreation Center Improvements Project* Please attached a second page for additional information to support this agreement.
CITY OF MENIFEE
Agreement/contract coversheet
DATE: July 30, 2020
TO: Armando G. Villa, City Manager
CC:
Agreement Routed to City Attorney: 7/30/2020 (Via email, attached)
Insurance Requirements: General Liability (Expiration Date: 5/1/2021)
(Attached) Automobile Liability (Expiration Date: 5/1/2021)
Worker’s Compensation (Expiration Date: 5/1/21)
Other: Professional Liability (Expiration Date: 11/12/2020)
FROM: Margarita Cornejo, Financial Services Manager
Mariana Mitchell, Sr. Management Analyst
Bryce Howell, Park/Landscape Maintenance Supervisor
SUBJECT: Amendment No. 2 to Professional Services Agreement between the City of Menifee and
IDS Group Inc. for CIP 19-16: Lazy Creek Recreation Center Improvements Project (Design
Services)
IS THE AGREEMENT/CONTRACT WITHIN THE CITY MANAGER’S SIGNATURE AUTHORITY?
Yes – Purchase of Commodities under $50,000 Professional Services under $25,000
Change Order under $25,000 or less than 10% of original contract (supplies, equipment, services
or construction contracts)
Public Works Contract for $45,000 or less
No – City Council authorized City Manager to sign (Council action attached) per attached 11-6-2019 staff
report, City Manager was pre-authorized to extend the term of servce as deemed necessary.
WHY IS THIS AGREEMENT/CONTRACT NEEDED?
The proposed Amendment No. 2 to the existing Professional Services Agreement with IDS Group Inc.both:
- Extends the term of service through December 31, 2020 to allow time for final design completion
- Updates the scope fo work for the CIP 19-16: Lazy Creek Recreation Center Improvements Project to reflect
some final updates/negotiation between City staff and IDS to replace specific tasks, including but not limited to,
supplemental structural, mechanical, plumbing, and electrical engineering and removal of IDS civil and
construction services.
This amendment is necessary to formally extend the term of services and to update/capture the revised scope of work
as it relates to this project.
WHAT IS THE TOTAL LENGTH OF THE AGREEMENT/CONTRACT?
The term of the agreement is extended by Amendment No. 2 through December 31, 2020
Department Date Initials
Jonathan Nicks, Community Services
Director
Wendy Preece, Deputy Finance Director
Rochelle Clayton, Deputy City Manager
Jeffrey T. Melching, City Attorney
Sarah A. Manwaring, City Clerk
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7/30/2020
7/30/2020
7/30/2020
8/10/2020
8/12/2020
2
WHAT IS THE TOTAL DOLLAR AMOUNT OF THE AGREEMENT/CONTRACT?
The total compensation amount of the contract remains unchanged (no increase or decrease). The total contract
amount is for $138,097.
HOW WAS THE VENDOR/CONSULTANT/CONTRACTOR DECIDED ON?
N/A (Existing agreement)
Supplies/Equipment/Maintenance/Construction Prior Contract/Experience with the City
$5,000 - $49,000 – Three Written Quotes Yes
Over $50,000 – Competitive Bidding and Formal Proposals
Public Works Projects Professional Services
Under $45,000 – Purchase Order, Contract (Prudent Judgement) Under $25,000 – City Manager
$45,000 - $174,999 – Informal Bidding Process over $25,000 – City Council Approval
Over $175,000 – Formal Bidding Required
WHERE ARE THE FUNDS COMING FROM?
Funding is coming from the approved Purchase Order (PO)
WHAT GENERAL LEDGER ACCOUNT NUMBER SHOULD BE USED FOR THE PURCHASE ORDER?
320-4555-58082 (PO #01665)
IS THERE SUFFICIENT BUDGET? WHAT IS THE AVAILABLE BUDGET?
Yes, as of 7/25/2020 assigned PO #01665 has a balance of $33,888 (see attached Eden Report)
ATTACHMENTS
- CONTRACT/AMENDMENT
- CERTIFICATES OF INSURANCE
- EMAIL TO CITY ATTORNEY FOR REVIEW/APPROVAL
- PO ACCOUNTING REPORT BY VENDOR NAME (AVAILABILITY OF FUNDS)
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AMENDMENT NO. 2 TO
AGREEMENT BETWEEN IDS GROUP INC
AND THE CITY OF MENIFEE FOR CIP 19-16: LAZY CREEK RECREATION CENTER
IMPROVEMENTS PROJECT
This is Amendment No. 2 to that certain AGREEMENT for Professional Services
Agreement (“Agreement”) made on October 17, 2018 by and between the City of Menifee (“City”)
and IDS GROUP INC (“Consultant”) for CIP 19-16: LAZY CREEK RECREATION CENTER
IMPROVEMENTS PROJECT which Amendment is made and entered into on _____________,
2019 to extend the term of the agreement and modify/update the scope of work as indicated
below:
1. Section 1.1, “Term of Services” is amended to read as follows:
1.1 Term of Services. The term of this Agreement shall begin on the October
17, 2018 and shall end on December 31, 2020 unless the term of the Agreement is
otherwise terminated or extended as provided for in Section 8. The time provided to
Consultant to complete the services required by this Agreement shall not affect the
City's right to terminate the Agreement, as provided for in Section 8.
Section 2. Exhibit A, Scope of Services is supplemented/updated to include
Amendment No. 2 - Exhibit A: Additional Services: Architectural Design/Engineering
Services for the Lazy Creek Recreation Center Improvements Project, which is attached
as Exhibit A hereto. “Amendment No. 2- Exhibit A: Additional Services: Architectural
Design/Engineering Services for the Lazy Creek Recreation Center Improvements
Project” is not intended to replace the original Exhibit A to the Agreement, but instead to
update/modify the scope of work the original Exhibit A to the Agreement.
2. All other terms and conditions of the Agreement remain in full force and effect.
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August 12, 2020
Professional Services Amendment No. 2 with IDS GROUP INC
CITY OF MENIFEE IDS GROUP INC
_______________________________ _______________________________
Armando G. Villa, City Manager Said Hilmy, PhD, SE, LEED AP
Attest: ________________________________
Rami Elhassan, PhD, SE
_______________________________
Sarah A. Manwaring, City Clerk
Approved as to Form:
_______________________________
Jeffrey T. Melching, City Attorney
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Professional Services Amendment No. 2 with IDS GROUP INC
Amendment No. 2- Exhibit A: Additional Services: Architectural
Design/Engineering Services for the Lazy Creek Recreation Center Improvements
Project
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Professional Services Amendment No. 2 with IDS GROUP INC
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Professional Services Amendment No. 2 with IDS GROUP INC
DocuSign Envelope ID: 1DBE2E76-050B-497C-8133-5514B27CE16ADocuSign Envelope ID: 5D80D4E4-758D-4070-982E-754F6060A1C8
Professional Services Amendment No. 2 with IDS GROUP INC
DocuSign Envelope ID: 1DBE2E76-050B-497C-8133-5514B27CE16ADocuSign Envelope ID: 5D80D4E4-758D-4070-982E-754F6060A1C8
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From:Margarita Cornejo
To:Jeffery T. Melching
Subject:Agreement Review Request: IDS Group (CIP 19-16: Lazy Creek Recreation Center)(Amendment No. 2)
Date:Thursday, July 30, 2020 8:29:00 AM
Attachments:image008.png
2021 CS- AMEND. NO. 2 PROFESSIONAL SERVICES AGREEMENT (IDS Group Lazy Creek Design).docx
Good Morning Jeff,
Attached for your review is the proposed Amendment No. 2 to the existing Professional Services
Agreement with IDS Group Inc. for CIP 19-16: Lazy Creek Recreation Improvements Project.
This agreement request is from the City’s Community Services Department.
Can you please review and advise if this is ok to start routing for signatures or will require any
changes?
Thank you again!
Margarita Cornejo | Financial Services Manager
Finance Department
City of Menifee | 29844 Haun Road | Menifee, CA 92586 (*Please note our new location!)
Direct: (951) 723-3716 | City Hall: (951) 672-6777 | Fax: (951) 679-2568
mcornejo@cityofmenifee.us
Connect with us on social media: | | |
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responsible for any claims, losses or damages resulting from the use of digital data that may be contained in this email.
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CITY OF MENIFEE
SUBJECT: Amendment No. 1 to IDS Group, Inc. Agreement
MEETING DATE: November 6, 2019
TO: Mayor and City Council
PREPARED BY: Margarita Cornejo, Financial Services Manager
REVIEWED BY: Jonathan Nicks, Community Services Director
APPROVED BY: Armando G. Villa, City Manager
RECOMMENDED ACTION
1. Approve Amendment No. 1 with IDS Group, Inc. for CIP 19-16: Lazy Creek Recreation
Center Improvement Project (Professional Design/Architectural Services), extending the
Term of Services through October 31, 2020; and
2. Authorize the City Manager to execute amendment(s) extending term of service, if
deemed necessary, for completion of work included within scope of work.
DISCUSSION
CIP 19-16: Lazy Creek Recreation Center Improvement Project was incorporated as part of the
City’s Capital Improvement Program (CIP) beginning Fiscal Year 2018/19. The project will fully
renovate the existing Lazy Creek Recreation Center, located at 26480 Lazy Creek Road, and
create additional activity space at the site to hold more programs for youth in the community.
In the fall of 2018, the City conducted a competitive Request for Proposals (RFP) process
seeking a professional architectural firm to provide professional architectural/design services for
the project. At the conclusion of the RFP process, the contract for the professional
design/architectural services for the Lazy Creek Recreation Project was awarded to IDS Group,
Inc. (IDS). The planned project for CIP 19-16 will include, but is not limited to, the following
improvements:
Full renovation of current structure (roof, paint, electrical, lighting, HVAC,
windows, entry doors, wall repairs, ADA accessibility)
Addition of interior square footage to expand capacity for all programs
Full renovation/expansion of restrooms
Parking lot reconstruction
Kitchen/serving area improvements
Information Technology (IT) enhancements and improvements
11.16
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City of Menifee Staff Report
CIP 19-16: Amendment No. 1 to IDS Group, Inc. Agreement
November 6, 2019
Page 2 of 2
By the end of Fiscal Year 2018/19, in conjunction with City staff, IDS had completed the pre-
design phase of the project including Project Planning & Design Review process, and Schematic
Design (site assessment and design). Concluding the pre-design phase, two (2) schematic
design options were presented to City staff, the public in a workshop setting, and City Council
during the Fiscal Year 2019/2020 budget process. The consensus was to move forward with the
proposed design option to renovate the existing building and add an interconnected adjacent
building. To accommodate the final estimated construction cost estimate based on the final
design for the project, City Council approved an additional budget appropriation of $500,000 to
CIP 19-16 as part of the FY 19-20 budget.
As of October 2019, construction documents are underway, with the intent of going out to bid for
the construction component of the project in early 2020. The anticipated construction completion
timeframe is by fall of 2020. The original term of service for the existing agreement with IDS was
through October 31, 2019. Staff is recommending approval of Amendment No. 1 to the existing
contract. The amendment will extend the term of service through October 31, 2020, to reflect the
remaining project schedule. All other terms of the agreement, including compensation amount,
will remain the same.
Additionally, staff is recommending the City Council authorize the City Manager to execute
amendment(s) extending the term of service, if deemed necessary, for completion of services
included within the scope of work and compensation amount approved. This would ensure
continuity of work without disruption in the event additional time is required during the final
phases of the project.
FISCAL IMPACT
There is no additional fiscal impact resulting from approval of the Amendment No. 1 to the
existing agreement with IDS Group Inc., as the original compensation amount will remain the
same. No additional budget appropriation action(s) is required.
ATTACHMENTS
1. Agreement with IDS
2. Amendment No. 1 to IDS Group Inc. (CIP 19-16)
11.16
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07/30/2020PO Accounting Report by Vendor NameCity of Menifee1 8:24:12AMPage:poaccvnn01226Vendor #:IDS GROUP, INC.Name :PO # DateLn#DescriptionAccount #Original AmtAmount OwingStatus011081 Services to be provided by IDS Group 34,000.00 0.00 fullE 511-4660-5260907/01/2017PO Totals34,000.000.00012021 RANCHO RAMONA PARK RESTROOMS 34,986.00 0.00 fullE 420-4554-5803507/01/2017016651 CIP 19-16: LAZY CREEK RECREATION CENTER138,097.00 33,888.00 partialE 320-4555-5808207/01/2019021421 CIP 19-15: CENTRAL PARK (NEIL WINTER 74,585.00 33,616.10 partialE 320-4555-5807910/02/2019Vendor Totals281,668.0067,504.10Grand Totals281,668.0067,504.101Page:DocuSign Envelope ID: 5D80D4E4-758D-4070-982E-754F6060A1C8