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MEMORANDUM Date: October 28, 2024 To: Gerry Beaudin, City Manager From: Siew-Chin Yeong, Director of Public Works CC: Adam Nelkie, Assistant Director of Public Works / City Engineer Subject: Library Lighting Improvements, CIP No. 23493, First Amendment to Agreement with Dahlin Group BACKGROUND The Library Lighting Improvements project at 400 Old Bernal Avenue replaces the failing lighting control system and replaces light fixtures with efficient LED fixtures. The project was designed by Dahlin Group Inc, publicly bid, and construction awarded to American Wholesale Lighting within budget. The construction is complete with the exception of a minor change order requested by the library, funded out of contingency, and scheduled to be completed in November. This change order will extend the construction contract date. The design support for bidding, construction administration, and close-out document review was contracted under a Design Professional Services Agreement (“Agreement”) 2024454 signed November 7, 2023, and expired August 31, 2024. The bidding and construction administration support is complete. Only 15 percent of the contract amount is expected to be spent under the current contract scope of services. DISCUSSION The expired Agreement needs to be extended to provide close-out document review by the designer, following extension of the construction contract date. In addition, there is a need to have a computer-drafted record drawing that will support the Facilities Division, the emergency map updates, the asset management system, and the design of any future projects at the library. The digital record drawing will include the Library Lighting Improvement project as well as the previous Library Office Remodel project that did not have a record drawing. The Library Lighting Improvements project did not include a record drawing in the original scope of services at the time of contracting the Agreement due to limited budget projections. Engineering staff managed the designer construction administration services and there is remaining designer fee to add these services without increasing the current contract amount by adjusting the Agreement Fee Summary. Docusign Envelope ID: 03DFAB2A-D3D2-445D-A7D1-685736B79A3ADocusign Envelope ID: 9C930C05-CEE1-43D2-8817-E115A9218A06