CC 03-05-2024 Item No. 5. Richard Yau Second Amendment to Master Agreement_Supplemental Report
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: March 5, 2024
Agenda Item #05
Subject
Second Amendment to the master agreement with Richard Yau to provide
program and project management consultant services on various Capital
Improvement Program (CIP) projects, for a not-to-exceed amount of $470,000.
Recommended Action
Authorize the City Manager to execute a Second Amendment to the master
agreement with Richard Yau to provide program and project management
consultant services on various Capital Improvement Program projects,
increasing the contract amount by $300,000 for a new total not-to-exceed
contract amount of $470,000 and extending the term of the agreement to June
30, 2027.
Staff’s responses to questions received from councilmember are shown in
italics.
Q1: I have pulled up all accounts payable and agreements with Richard Yau,
the CSG project management agreement (and attached the pages showing
which projects they are contracted for), and found some, but definitely not all
of the Service Orders from 4Leaf.
Some observations:
1. The 4Leaf contracts that would cover construction management do
not specify projects. See the following agreements:
a. 20-093
b. 20-138
c. 23-132
2. There are several missing service orders in the records, gaps in
numbering with each of these entities
3. There is the appearance of having two contractors performing
management duties which is awkward.
(Moore)
Staff response:
Master Agreements differ from stand-alone agreements: Master Agreements establish
the terms of the legal relationship for future contracts (service orders) on specific
projects. The Master Agreements are not typically limited to one project. Of the three
contracts listed above, #20-093 is a stand-alone agreement initiated by CDD for
Inspections. The other two (20-138 and 23-132) are PW Master Agreements.
4Leaf, Inc. and CSG provide different scopes and services than Richard Yau. All have
the capability to provide Project Management and/or Construction Management
services. However, on the projects mentioned above and others where the City has
contracted with these entities to work on CIP projects, 4Leaf, Inc. and CSG have
provided Construction Management services and Richard Yau has provided Project
Management services. These are administrative and operational aspects of project
delivery that the project teams review and implement based on their experience in
where services are required.
In short, Construction Management (CM) services include management of
construction such as organizing and documenting meetings, making sure inspections
are scheduled, reviewing submittals, RFIs, etc. Project Management (PM) is less
specific to construction: observing construction meetings and site visits, reviewing
project documentation, ensuring the project is on schedule and within budget,
managing the CM firm, ensuring City ordinances are being met, and in this case,
providing assistance to the City’s Capital Improvement Program Manager.
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4 Leaf’s Service Orders to date, from the 2020 Master Agreement:
S.O.
# Description Account No. S.O. Amount
Encumbered
Amount
Expensed
1 Orange Avenue Sidewalk 270-90-958 900-905 ST
013.03.02 153,114 144,330.40
2 CIP Software Application
Testing 100-32-308 700-702 1,408 835.00
3 Wilson Park BB Court 420-99-252 900-905
PVAR 012.03.02 66,175 66,175.00
4 Wilson Park Garden 420-99-083 900-905
PVAR 009.03.02 57,919 57,919.00
5 Regnart Rd Improvement
- Ph 1
420-99-068 900-905 ST
033.03.02 157,157 9,233.63
6 Wilson Comm Garden
(additional services)
420-99-083 900-905
PVAR 009.03.02 10,000 8,400.37
7 Wilson Park BB Court
(additional services)
420-99-252 900-905
PVAR 012.03.02 20,000 19,876.40
8 McClellan Rd Bikeway Ph
3 420-99-036 ST 047 180,449 15062.72
to date
With the exception of SO#2, all the service orders are for construction management
services.
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CSG’s Service Orders to date, from the 2020 Master Agreement:
S.O. # Description Account No. S.O. Amount
Encumbered
Amount
Expensed
1 SCB Bike Ph 1 (2/2) 420-99-036-900-905-
ST036-03-02 68,860.00 29,285.00
2 BBF Pole Assessment 420-99-047-700-702 8,800.00 4,400
3 VOIDED
4 Regnart Creek Trail 420-99-036-900-905-
ST0369-03-02 135,410.00 43,045
5 Bubb Rd Improvements 420-99-036-900-905-
ST036-03-02 46,200.00 33,263.50
6 Memorial Park Pond 420-99-047-700-702 800.00 VOIDED
7 Regnart Creek Trail
(additional services)
420-99-036-900-905-ST
039-03-02 187,550.00 185,494
8 Regnart Creek Fencing 420-99-036-900-905-ST
054-03-02 36,800.00 36,781.00
9 Regnart Creek Fencing
(additional services)
420-99-036-900-905-ST
054-03-02 73,600.00 73,455.00
10 Regnart Creek Trail
(additional services)
420-99-036-900-905-ST
039-03-02 75,000.00 74,986.25
11 BBF Pole Inspection Yr 2 100-82-804-700-702 2,640.00 1,980.00
12 Regnart Creek Trail
(additional services)
420-99-036-900-905-ST
039-03-02 25,000.00 11,773.75
13 Memorial Park Ponds
Repurposing 280-99-254 900-905 65,520.00 65,502.50
14
Homestead-N. De Anza
Traffic Signal
Modification
270-99-856 900-905 ST
060-00-03 71,420.00
30,580.00
15 Memorial Park Pond CM
(additional services) 280-99-254 900-905 10,000.00 10,000.00
16 Memorial Park Pond CM
(additional services)
280-99-254 900-905
MEM 002.03.02 10,900.00 10,900.00
17 Regnart Creek Fencing
(additional services)
420-99-036-900-905 ST
054 57,600.00 57,599.00
18 Service Center Gate 100-87-829 900-905 18,000.00 13,474.00
19 Memorial Park Pond CM
(additional services)
280-99-254 900-905
MEM 002.03.02 8,500.00 8,482.50
20 RCT Fencing Final 420-99-036-900-905-ST
054-03-02 18,000.00 14,610.00
21 Pumpkin-Fiesta SD 210-99-256 900-905 SC
005.03.02 89,850.00 89,707.50
22 SCB/Calabazas Creek SD
Emergency Work
420-99-266 900-905 SD
007 38,800.00 35,970.00
to date(open)
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Richard Yau’s Service Orders to date, from the 2021 Master Agreement:
S.O. # Description Account No. S.O. Amount
Encumbered
Amount
Expensed
1 Tamien Innu (Junipero
Serra Trail)
420-99-036-900-905-ST-
046-02-03 15,000.00 15,000.00
2 Regnart Rd
Improvements – Phase 1
420-99-068-900-905-ST
033-02-03 15,000.00 13,275.00
to date (Open)
3 Regnart Creek Trail 420-99-036-900-905-ST
039-03-03 15,000.00 15,000.00
4 Bubb Road Separated
Bikeways
420-99-080-900-905-ST
041-03-03 7,500.00 7,500.00
5 SCB Cl 4 Phase 2 420-99-036-900-905-ST
053-02-03 15,000.00 15,000.00
6 Regnart Creek Privacy
Fencing
420-99-036-900-905-ST
054-03-03 15,000.00 15,000.00
7 Orange Avenue Sidewalk 270-90-958-900-905-ST-
013-02-03 7,500.00 7,500.00
8 McClellan Rd Bikeway Ph
3
420-99-036-900-905-
ST047-03-03 11,250.00 11,250.00
9 Regnart Creek Privacy
Fencing
420-99-036-900-905
ST054-03-03 10,500.00 10,500.00
10 Orange Avenue Sidewalk
(additional services)
270-90-958-900-905-ST-
013-02-03 5,250.00 5,250.00
11 Memorial Park Specific
Plan
420-99-255-700-702
MEM 004-02-03 3,000.00 3000.00,
12 Pumpkin-Fiesta Storm
Drain Phase 1 210-99-256 900-905 2,500.00 2,475.00
13 SCB Cl 4 Ph 2 (additional
services)
420-99-036-900-905
ST053-02-03 2,500.00 2,475.00
14 Memorial Park Specific
Plan (additional services)
420-99-083 900-905
PVAR 09.03.02 1,500.00 1,500.00
15 Wilson Garden 420-99-252 900-905
PVAR 012.03.02 1,500.00 1,500.00
16 Wilson BB Court 1,500.00 1,500.00
17 Capital Project Support 420-99-048 15,000.00 15,000.00
18
Pumpkin-Fiesta Storm
Drain Phase 1 (additional
services)
210-99-256 900-905 4,500.00
4,500.00
19 SCB-Calabazas SD 420-99-266 900-905
SD007 3,000.00 3,000.00
Attachments Provided with Original Staff Report:
A - Draft Second Amendment
B – Exemption Request
Attachments Provided with Supplemental 1: