HomeMy WebLinkAbout12/6/2000 - STAFF REPORTS (10) DATE: December 6, 2000
TO: City Council
FROM: City Engineer and Grants Manager
CITY OF PALM SPRINGS/COUNTY OF RIVERSIDE/CVAG REIMBURSEMENT
AGREEMENT
RECOMMENDATION:
That the City Council approve a City of Palm Springs/County of Riverside/CVAG
Reimbursement Agreement for the Indian Avenue/Interstate 10 Interchange
design engineering and environmental work. This is a CVAG Regional Measure
A project, and a joint City of Palm Springs/County of Riverside project, with the
City as lead agency, City Project No. 00-14.
SUMMARY:
Approval of this agreement by the City of Palm Springs and the County of
Riverside provides the mechanism for beginning the design engineering and
environmental work for this interchange. The agreement must also be executed
by the County of Riverside and CVAG, and provides that CVAG will advance the
funds for this design work. Ultimately, the City will be responsible for a local
share of this design, estimated at approximately 12.5% of $943,842.00, or
approximately $118,000,00, which will be funded by local Measure A funds in
fiscal year 2001/02.
BACKGROUND:
In November 1988, Riverside County voters approved Measure A, the 1/2 cent
sales tax initiative to provide funding for transportation and roadway projects
throughout Riverside County. More recently, a Coachella Valley Area
Transportation Study was prepared under the auspices of CVAG to identify
various transportation and highway projects throughout the Coachella Valley to
be projects of regional importance.
In December of 1999, the CVAG Executive Committee adopted a policy to fund
named Measure A projects: 50% from CVAG TUMF/Measure A resources, 25%
from CVAG controlled STIP or STP resources, with the remaining 25% provided
by the local jurisdiction (in lieu of normal 50%/50% policy).
The Indian Avenue/1-10 Interchange is qualified to receive 50% funding from
CVAG TUMF/Measure A resources, and 25% from CVAG controlled STIP or STP
resources. The remaining 25% local share is expected to be funded jointly by the
City of Palm Springs and Riverside County, as the interchange is located half
within the City and half within the unincorporated County area.
The reimbursement agreement provides that CVAG will advance the payment for
the design cost for the Indian Avenue/1-10 Interchange in a total amount of
$943,842.00, and designates the City of Palm Springs as lead agency. A
second, separate staff report is on the Council Agenda regarding the hiring of the
consulting engineering firm for this project. The CVAG executive committee
approved this agreement on October 30, 2000. a
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City of Palm Springs/County of Riverside/CVAG
Reimbursement Agreement
December 6, 2000
Page 2
Sufficient funds will be made available in Measure A account no. 134-4497-
50185. Please note that the local costs are being paid for by Measure A funds,
and no local general funds are required. CVAG will be reimbursing the City for all
of the design engineering charges under this agreement. In the subsequent
fiscal year, the City will need to budget its local share in Measure A account no.
134-4498-50185 for the Palm Springs 12.5% proportionate share.
APPROVED:����=���� ��
AVID J. BARAKIAN ROBERT L. MOHLER
City Engineer Grants and Government
Affairs Manager
APPROVED---
City Manager
ATTACHMENTS: REVIEWED BY DEPI OF FINANCE
1. Minute Order
2. Reimbursement Agreement
CITY OF PALM SPRINGS - COUNTY OF RIVERSIDE - CVAG
REIMBURSEMENT AGREEMENT
"INDIAN AVENUE INTERSTATE 10 INTERCHANGE
DESIGN ENGINEERING AND ENVIRONMENTAL"
THIS AGREEMENT is made and entered into this day of , 2000, by and
between the Coachella Valley Association of Governments, a California joint powers agency,
("CVAG"), City of Palm Springs ("Lead Agency"), the County of Riverside("Agency''), and
is made with reference to the following background facts and circumstances:
RECITALS
Whereas,the"Coachella Valley Area Transportation Study",a valley-wide study prepared under
the auspices of CVAG, has identified various transportation and highway projects throughout the
Coachella Valley to be projects of regional importance; and
Whereas, approval of a highway financing measure ("Measure `A"') by the voters of Riverside
County in November of 1988 has created a source of funds with which to construct such projects;
and
Whereas, CVAG by agreement with its member agencies and with the Riverside County
Transportation Commission("RCTC"),has been designated as the agency through which such funds
are to be conveyed and disbursed for the purpose of completing said regional transportation projects;
and
Whereas, historically CVAG has administered funds by advancing, or reimbursing after
expenditure, some portion of the cost associated with qualifying projects. There now exists a
compelling need to fund and construct various eligible projects notwithstanding that some or all of
CVAG's member jurisdictions do not now have adequate funding in place.
Whereas, CVAG also expects to receive monies pursuant to the State Transportation
Improvement Program which may be used to fund twenty-five percent of eligible project cost(the
"STIP-Quarter").
Whereas, on December 7, 1998,the CVAG Executive Committee adopted a policy to fund the
named Measure"A"projects as follows;50%from CVAG TUMF/Measure"A" resources,25%from
CVAG controlled STIP or STP resources, and the remaining 25% continue to be provided by the
affected jurisdiction.
Whereas, Indian Avenue Interstate 10 Interchange is qualified to receive 50% from CVAG
TUMF/Measure"A" resources, 25% from CVAG controlled STIP or STP resources.
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page l
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Whereas, should the 25% STIP or STP funds become available for this project, then the Lead
Agency and the Agency will be responsible for following the SB-45 requirements and the Caltrans
Procedures Manual that describes the processes, procedures, documents, authorizations, approvals
and certifications which are required in order to receive Federal-aid and/or State funds (25% STIP
or STP funds) for this project. CVAG shall reconcile the funding sources in the fature, when the
STIP or STP funds become available.
Whereas, CVAG is willing to advance some or all of the entire cost of certain eligible projects
with the understanding and agreement,embodied herein,that twenty-five percent of the total project
cost shall thereafter be reimbursed to CVAG (the "Jurisdictions-Quarter"). Each agency's
respective portion of the Jurisdictions-Quarter shall be determined prior to construction.
Whereas,this agreement shall provide for such an advance from CVAG for the Project generally
described as and consisting of the following: "Indian Avenue Interstate 10 Interchange". These
services will hereinafter be referred to as the "Project". This Project will provide the Design
Engineering,Right-of-Way and Environmental for Indian Avenue Interstate 10 Interchange.
Whereas,Lead Agency and Agency desire to proceed with the Project"Design Engineering and
Environmental for Indian Avenue Interstate 10 Interchange". The estimated cost of the Project is
94$ 3,842. Lead Agency and Agency desire to receive advances from CVAG of all or a portion of
its Jurisdiction Quarter relating to the Project. CVAG is, under the circumstances provided herein,
willing to advance some or all of the Jurisdiction Quarter of Lead Agency with reference to the
Project.
Whereas, it is the intent of Lead Agency, Agency and CVAG that this agreement will be
amended, for the bid process,Right-of-Way acquisition and construction phases,to include a scope
of work, cost estimate and if necessary, schedule modifications, for each respective phase.
Whereas, Lead Agency, Agency agree to submit only those costs which are eligible under
CVAG's policies as outlined in the, "Cost Determination/Expense Eligibility" of CVAG's Policies
and Procedures Manual.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual covenants and subject to the conditions
contained herein,the parties do agree as follows:
1. The program embodied in this Agreement for the reimbursement of funds by CVAG shall
apply only to those Regional Arterial Projects that have heretofore been identified in CVAG's 1999
updated list of Regional Arterial Projects. The Project is one of those identified projects and is
therefore eligible.
CVAG-City of Palm Springs/County of Riverside/lndian Av I-10 Design Engineering&Environmental September 2000 Page 2
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2. The Project is generally described as and consists of the following: "Design Engineering
and Environmental for Indian Avenue Interstate 10 Interchange". These services will
hereinafter be referred to as the "Project".
3. The scope of work of the Project is more particularly described in Exhibit "A", entitled
"Scope of Services" - "Indian Avenue Interstate 10 Interchange Design Engineering and
Environmental" attached hereto and made a part hereof The cost estimate for the Project is more
particularly described in Exhibit "B" - "Estimate of Cost", attached hereto and made a part
hereof. The cost estimates include a calculation intended to allow Lead Agency to recover an
amount representing the time of its employed staff in working on the Project as well as amount Lead
Agency shall pay to outside contractors in connection with the Project. The amount of the agency's
respective portion of the Jurisdictions-Quarter, the STIP-Quarter, and the remaining portion to be
paid by CVAG(the "CVAG-Half') shall be calculated by reference to the cost estimates as shown
on Exhibit "B" unless amended pursuant to the provisions of Paragraph 5. Exhibit "C" is the
"Project Schedule".
4. It is the agreement between CVAG, Lead Agency and Agency that the total cost of the
Project shall not exceed 94� 3.842. Lead Agency and Agency shall reimburse CVAG the
Jurisdictional share of eligible costs in accordance with the attached Jurisdictional Reimbursement
Schedule(percentages will be determined prior to construction). Each of the involved agencies shall
have a funding policy acceptable to CVAG in place prior to CVAG's obligation of construction
funds for this Project.
4.1 It is intended that,in order to expedite this Project,CVAG will advance funds for this
Project, up to the amounts approved by CVAG's Executive Committee. If the Project is not
completed within a reasonable time, as approved by CVAG's Executive Committee, or if all work
on the Project has stopped or is not proceeding in a diligent manner,Lead Agency and Agency agree
to repay CVAG their respective jurisdictional shares, up to the amount advanced by CVAG.
4.2 Funds advanced by CVAG for this Project shall be used to pay all services related
to the Design and Environmental of the Project.
4.3 Payments to Lead Agency shall be made upon presentation to CVAG of statements
from Lead Agency, certifying by Project its costs, and enclosing therewith copies of contractor's
invoices, evidence of payment, and such other information and records as may be required by
CVAG to verify costs, provided however, that such payments shall be made to Lead Agency no
more frequently than monthly.
4.4 Eligible costs are defined as those outlined in Section IV, "Cost
Determination/Expense Eligibility" of CVAG's Policies and Procedures Manual (Attachment 1).
5. The parties agree that should unforeseen circumstances arise which result in new work
not covered in Exhibit "A" or an increase of any costs over those shown in Exhibit "B", CVAG
will in good faith consider an amendment to this agreement to include any such costs under this
agreement so as to provide thereby for further reimbursement to be made on account thereof. The
Scope of Work shall be subject to changes, for the purpose of CVAG payment, by additions,
CVAG-City of Palm Springs/County of Riverside/Indian Av 1-10 Design Engineering&Environmental September 2000 Page 3
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deletions,or revisions by agreement between Lead Agency,Agency and CVAG if such changes are
in accordance with the policies, procedures, and cost determination/expense eligibility criteria
adopted by CVAG. This contract may be amended or modified only by mutual written agreement
of the parties. No alteration or variation of the terms of this contract will be valid unless made in
writing and signed by the parties hereto and no oral understanding or agreement not incorporated
herein, will be binding on any of the parties hereto.
6. Lead Agency agrees to keep all Project contracts and records for a period of not less than
three years from the date a notice of completion is filed by the Lead Agency on such Project, or if
the Project is not one as to which a notice of completion would normally be recorded, for three years
from the date of completion. Lead Agency further agrees that all such files and records will be made
available to CVAG upon its reasonable request.
7. It is the intent of the Lead Agency and CVAG that the Project be represented as being
funded by Measure "A"/TUMF funds. All project public notices, news releases, and documents
should indicate the Project is being cooperatively developed by the Lead Agency, RCTC, and
CVAG using Measure "A"/TUMF funds.
8. This agreement is for funding purposes only and nothing herein shall be construed
so as to constitute CVAG as a party to the construction or ownership of the Project or to make
it as a partner or joint venturer with Lead Agency as to the Project.
9. The City of Palm Springs shall assume the defense of,indemnify and hold harmless
CVAG, the County of Riverside and their respective officers and employees, and each and
every one of them,from and against all actions,damages, claims,losses and expenses of every
type and description to which they may be subjected or put, by reason of, or resulting from,
the actions or inactions of the City of Palm Springs taken in the performance of the Agreement
or any agreement entered into by City of Palm Springs with reference to this Project.
9.1 The County of Riverside shall assume the defense of, indemnify and hold
harmless CVAG, the City of Palm Springs and their respective officers and employees, and
each and every one of them,from and against all actions,damages,claims,losses and expenses
of every type and description to which they may be subjected or put,by reason of,or resulting
from, the actions or inactions of the County of Riverside taken in the performance of the
Agreement or any agreement entered into by County of Riverside with reference to this
Project.
9.2 CVAG shall assume the defense of, indemnify and hold harmless the County
of Riverside,the City of Palm Springs and their respective officers,employees,and agents,and
each of them,from and against all actions,damages,claims,losses,and expenses of every type
and descriptions to which they may be subjected or put, by reason of, or resulting from, the
actions of CVAG taken in the performance of the Agreement or any agreement entered into
by CVAG with reference to this Project.
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page 4
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10. Lead Agency agrees to include in its contract specifications and bid documents a
requirement that all prime contractors shall name CVAG, Lead Agency,Agency as "additional
insureds" on all liability insurance coverage required by Lead Agency on each contract. Lead
Agency will provide a copy of the Insurance Certificate to CVAG, showing CVAG, Agency, as
"additional insureds" ,within 30 days of signing a contract with the prime contractor.
11. Any dispute concerning a question of fact arising under this contract that is not disposed
of by agreement shall first be decided by the CVAG Executive Director or designee, who may
consider written or verbal evidence submitted by Lead Agency. This decision shall be issued in
writing. However, no action in accordance with this Section shall in any way limit either party's
rights and remedies through actions in a Court of Law with appropriate jurisdiction. Neither the
pendency of dispute nor its consideration by CVAG will excuse Lead Agency from full and timely
performance in accordance with the terms of this contract.
12. Any Agency receiving federal funds must have an approved Disadvantaged Business
Enterprise program. All recipients of Federal Highway Administration(FHWA) funds must carry
out the provisions of Part 26, title 49 of the Code of Federal Regulations (CFR) which established
the Federal Department of Transportation's policy supporting the fullest possible participation of
firms owned and controlled by minorities and women in the Department of Transportation programs.
13. All notices or other communications required or permitted hereunder shall be in writing
and shall be either personally delivered (which shall include delivery by means of professional
overnight courier service which confirms receipt in writing(such as Federal Express or UPS)), sent
by telecopier or telefaesimile("FAX")machine capable of confirming transmission and receipt, or
sent by certified or registered mail,return receipt requested,postage prepaid to the following parties
at the following addresses or numbers:
If to Lead Agency: City of Palm Springs
P.O. Box 2743
Palm Springs, CA 92263-2743
Attn: City Manager
Telephone: (760) 323-8299
FAX No.: (760) 323-8207
If to Agency: County of Riverside
4080 Lemon Street, 8th Floor
Riverside, California 92501
Attn: Transportation Director
Telephone: (909) 955-6740
FAX No.: (909) 955-6721
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page 5
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If to CVAG: CVAG
73-710 Fred Waring Drive
Palm Desert, CA 92260
Attn: Associate Director/Transportation
Telephone: (760) 346-1127
FAX No.: (760) 340-5949
Notices sent in accordance with this paragraph shall be deemed delivered upon the next business
day following the: (1)date of delivery as indicated on the written confirmation of delivery (if sent
by overnight courier service); (ii)the date of actual receipt(if personally delivered by other means);
(iii) date of transmission(if sent by telecopier or facsimile machine), or; (iv) the date of delivery
as indicated on the return receipt if sent by certified or registered mail, return receipt requested.
Notice of change of address shall be given by written notice in the manner detailed in this paragraph.
14. This agreement and the exhibits herein contain the entire agreement between the parties,
and is intended by the parties to completely state the agreement in full. Any agreement or
representation respecting the matters dealt with herein or the duties of any party in relation thereto,
not expressly set forth in this agreement, is null and void.
15. If any term, provision, condition, or covenant of this agreement, or the application
thereof to any party or circumstance, shall to any extent be held invalid or unenforceable, the
remainder of the instrument, or the application of such term, provision, condition or covenant to
persons or circumstances other than those as to whom or which it is held invalid or unenforceable,
shall not be affected thereby and each term and provision of this agreement shall be valid and
enforceable to the fullest extent permitted by law.
16. In the event either party hereto brings an action or proceeding for a declaration of the
rights of the parties, for injunctive relief, for an alleged breach or default, or any other actions
arising out of this agreement, or the transactions contemplated hereby,the prevailing party in any
such action shall be entitled to an award of actual attorneys' fees and costs incurred in such action
or proceeding,without regard to any rule of court or schedule of such fees maintained by the court,
in addition to any other damages or relief awarded, regardless of whether such action proceeds to
final judgment.
17. This agreement may be executed in one or more counterparts and when a counterpart
shall have been signed by each party hereto, each shall be deemed an original, but all of which
constitute one and the same instrument.
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page 6Q •Q
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IN WITNESS WHEREOF,the parties hereto have caused this agreement to be executed by their
duly authorized representatives on this date:
ATTEST: AGENCY:
CITY OF PALM SPRINGS
By: By:
City Manager Mayor
COUNTY OF RIVERSIDE
By: By:
Clerk of the Board of Supervisors Chairman of the Board of Supervisors
CVAG
By: By:
Patricia A. Larson, Gary Grimm, Chair
Executive Director
CVAG-City of Palm Springs/County of Riverside/Indian Av 1-10 Design Engineering&Environmental September 2000 Page 7
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EXHIBIT A
SCOPE OF SERVICES
"INDIAN AVENUE INTERSTATE 10 INTERCHANGE
DESIGN ENGINEERING AND ENVIRONMENTAL''
Provide all technical and professional services including labor, material, equipment, transportation,
supervision, administration, review and expertise to prepare and process an Environmental
Document, Project Report, Right-of-way engineering documents and Plans, Specifications, &
Estimates for the project.
Environmental:
Environmental services shall include the following: Preparation of technical studies, reports and all
other documents necessary to obtain environmental clearance for this project. Processing of all
environmental documents for approval.
The Environmental Document will meet the requirement of CEQA and NEPA.
Project Report:
Preparation of a Project Report in accordance with the current Caltrans Guidelines as described in
the Caltrans Project Development Procedures Manual.
_Right-of-Way engineering documents:
Prepare all documents including plats,maps and legal descriptions to acquire necessary real property
for the project.
Plans, Specifications and Estimates:
Prepare Plans, Specifications and Estimates for the project in accordance with relevant Caltrans,
County and City standards. Process Plans, Specifications and Estimates for approval by the
appropriate agencies.
CVAG-City of Palm Springs/County of Riverside/Indian Av 1-10 Design Engineering&Environmental September 2000 Page 8
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EXHIBIT B
ESTIMATE OF COST
"INDIAN AVENUE INTERSTATE 10 INTERCHANGE
DESIGN ENGINEERING AND ENVIRONMENTAL"
Phase I: Project Report/Environmental $333,667.71
Phase II: Final Plans, Specs & Estimates $565,683
Phase III: Bid/Award Support $ 10,098.87
Phase IV: Construction Support $ 34.392.99
Total Design $943,482.57
CVAG-City of Palm Springs/County of Riverside/Indian Av 1-10 Design Engineering&Environmental September 2000 Page 9
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EXHIBIT "C"
PROJECT SCHEDULE
"INDIAN AVENUE INTERSTATE 10 INTERCHANGE
DESIGN ENGINEERING AND ENVIRONMENTAL"
Project starting November 2000
Final Design November 2002
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page 10
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JURISDICTIONAL REIMBURSEMENT SCHEDULE
"INDIAN AVENUE INTERSTATE 10 INTERCHANGE
DESIGN ENGINEERING AND ENVIRONMENTAL"
(AGENCY SHALL HAVE A FUNDING POLICY ACCEPTABLE TO CVAG IN PLACE
PRIOR TO CONSTRUCTION)
(JURISDICTIONS' SHARE TO BE DETERMINED PRIOR TO CONSTRUCTION)
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page 11
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ATTACHMENT I
COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS
REGIONAL ARTERIAL PROGRAM
PROJECT COST DETERMINATION
AND
EXPENSE ELIGIBILITY
CVAG-City of Palm Springs/County of Riverside/Indian Av I-10 Design Engineering&Environmental September 2000 Page 12
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PROJECT COST DETERMINATION
AND
EXPENSE ELIGIBILITY
TABLE OF CONTENTS
SECTION DESCRIPTION
1.0 INTRODUCTION
2.0 COST ESTIMATE DEFINITIONS
3.0 PROJECT IDENTIFICATION
4.0 RIGHT-OF-WAY ACQUISITION
5.0 PROJECT LIMITS
6.0 PROJECT FUNDING SOURCES
7.0 PROJECT SCOPE OF WORK
8.0 PROJECT DESIGN(CIVIL)
9.0 PROJECT DESIGN (LANDSCAPING)
10.0 PROJECT CONSTRUCTION FUNDING
11.0 PROJECT CONSTRUCTION SURVEY
12.0 PROJECT CONSTRUCTION MANAGEMENT
13.0 PROJECT OVERSIGHT-AGENCY TIME
14.0 PROJECT CONTINGENCY FUNDS
15.0 REFERENCE DOCUMENTS
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1.0 INTRODUCTION
This section of the procedures manual outlines the process which shall be followed in determining
project costs and project expense eligibility which has been approved to be constructed as part of the
Coachella Valley Regional Transportation Program.
This section was developed by the Coachella Valley Association of Governments (CVAG)
Transportation Technical Advisory Sub-Committee(TTAS). The primary purpose of this section
is to provide a guideline for agencies to make application for a project for both Measure A and
Transportation Uniform Mitigation Fee (TUMF) funding.
The project development process starts with an agency-initiated study after a highway improvement
need has been identified.
The estimates for projects identified as part of the Regional Transportation Plan are addressed in the
Regional Arterial Cost Estimate (RACE), dated June, 1999 and shall be updated biannually as part
of the TUMF review process.
2.0 COST ESTIMATE DEFINITIONS
Construction An updated cost estimate for the costs to build the improvement per
the approved plans and specifications.
Engineering Engineering costs will usually be estimated on the basis of a
percentage of the estimated construction costs.
Right-of-Way Expenditures for right-of-way are to be prepared with an accuracy
comparable to standards in the industry. Overhead charges need not
be included.
Scheduling Indicate status of project, giving a tentative schedule for engineering,
right-of-way acquisition and construction. Discuss project phasing,
if planned.
3.0 PROJECT IDENTIFICATION
Any project which is to be submitted for review and funding shall meet or provide all of the
following:
0 The proposed project shall appear on the approved June 1999 Transportation Project
Prioritization Study updated list of projects.
0 The project shall be clearly identified showing, as a minimum, the limits of the project, scope
of work, anticipated start and completion dates, estimated project cost and funding sources.
0 A general statement of the project. Why it is needed, etc.
0 A preliminary design estimate for all design services.
0 A preliminary construction cost estimate,to be updated once design is completed.
0 A preliminary construction management and Agency project management cost estimate.
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4.0 RIGHT-OF-WAY ACQUISITION AND OTHER ASSOCIATED COSTS
All right-of-way acquisition and other associated costs, including appraisals and any other costs
allowed by state and federal law, are eligible for regional funding.
The agency will further submit a detailed list of costs associated with the right-of-way acquisition
to CVAG for review and comment. CVAG will assess each cost and determine its eligibility for
regional finding. All protests shall be sent to the Transportation Technical Advisory Sub-
Committee for further review. All protests must be in writing and the grounds for protest clearly
identified.
Where the likelihood of extensive right-of-way acquisition exists or the need for extensive relocation
of homes and businesses, or in the case of new roadway extensions or openings or other extenuating
physically or economical restraints so warrant,preliminary engineering,alignment and traffic studies
shall be eligible for reimbursement or fimding from regional funds.
Any excess property purchased to secure the necessary right-of-way will be deemed to belong to the
Regional Arterial Program. Excess property will be disposed of in the best interests of the Regional
Arterial Program, in order to recapture funds expended. Any recaptured funds will reduce the
overall cost of the project.
5.0 PROJECT LIMITS
The lead agency submitting a proposed project for review and funding shall clearly identify the
project limits. The limits of the project shall be defined as the beginning and the end of the
construction. If more than one beginning and/or ending is necessary, clearly indicate that on the
statement of the project limits.
A vicinity map shall be included with the project submittal package identifying where the project
is located.
6.0 PROJECT FUNDING SOURCE
Project funding will come from both regional Measure A revenues and TUMF collected by CVAG
member agencies. Other sources of funding may include local funds from the agency proposing the
project, local gas tax funds, ISTEA funds, redevelopment funds, etc.
All funding sources should be considered by the agency prior to project submittal to CVAG for
funding from the Regional system funds. CVAG will advance fund, for TUMF jurisdictions, a
project up to 100%of the total approved, eligible, estimated project cost. Project contingency funds
will not be funded. However,any additional costs incurred due to any change in scope of work may
be submitted to CVAG for funding eligibility, and will be processed through CVAG's committee
structure for approval.
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7.0 PROJECT SCOPE OF WORK
A project scope of work narrative shall be submitted to CVAG with the submittal for expense
eligibility and regional funding. The narrative shall include,but not be limited to, discussion of the
following:
0 Right-of-Way Acquisition and Relocation
0 Project limits
0 Typical roadway improvement section
0 Vicinity map for project location identification
0 Anticipated starting date- Engineering, R-O-W Acquisition and Construction
0 Anticipated completion date - Engineering, R-O-W Acquisition and Construction
0 Anticipated funding amount
8.0 PROJECT DESIGN (CIVIL)
The project design is the sole responsibility of the agency and/or agencies which are proposing and
constructing the project. However,the design and construction standards as outlined in the Regional
Arterial Cost Estimate (RACE), 1999 Update, shall be a guideline to be used by the designer for
project design and construction standards. Any deviations should be identified, along with the
rationale for such deviations.
The total project design services shall not exceed in cost 10% of the estimated construction
costs, or as determined by CVAG.
9.0 PROJECT DESIGN (LANDSCAPING)
The following is a narrative of the landscape improvements which shall or shall not be eligible for
regional funding:
0 All new landscaping,electrical and irrigation work shall NOT be eligible for regional funding.
0 Only new utility sleeves which are to be placed below the roadway surface for future use shall
be eligible for regional funding.
Additionally, any existing landscaping, electrical and irrigation which is directly affected by the
project shall be eligible for funding providing it is replaced "in kind".
10.0 PROJECT CONSTRUCTION FUNDING
All regionally funded agency project construction will consist of furnishing all materials,equipment,
labor,tools and incidentals as required to construct the improvements as required by the approved
plans, specifications and contract documents.
"Curb-to-curb" improvements are eligible for funding, with the exception of landscaping. (See
section 9.0 for further detail on landscaping.) "Curb-to-curb" improvements include asphalt paving,
striping, curb, etc. Sidewalks, bus-turnouts, bikelanes, etc. are not eligible for Regional Arterial
funding.
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Exception: One sidewalk and/or one bikelane will be eligible for Regional Arterial funding
if it crosses a(n):
1. Regional Arterial Bridge
2. Interstate 10 Interchange
3. Interstate 86 Interchange
All regionally funded agency projects will comply with the prevailing rates of wages and
apprenticeship employment standards established by the State Director of Industrial Relations.
Any agency receiving federal funds must have an approved Disadvantaged Business Enterprise
program. All recipients of Federal Highway Administration (FHWA) funds must carry out the
provisions of Part 26, title 49 of the Code of Federal Regulations (CFR) which established the
Federal Department of Transportation's policy supporting the fullest possible participation of firms
owned and controlled by minorities and women in the Department of Transportation programs.
All regionally funded project bids shall be prepared on the approved agency proposal forms in
conformance with the instructions to bidders.
All approved regional construction projects will be funded to 100% of the lesser of the following:
0 CVAG approved project construction cost estimate.
0 The lowest responsible bidder's award.
11.0 PROJECT CONSTRUCTION SURVEY
Construction survey is defined as all surveying and construction staking necessary for the
construction of the project as determined by the engineer.
The cost of any additional surveying and/or construction staking primarily for the convenience of
the contractor,not in conformance with usual and customary practices and for replacement of stakes
lost as a result of the contractor's or agency's negligence, shall be the responsibility of the contractor
and/or agency.
The agency shall be responsible for all resetting of monumentation within public and/or private
right-of-way that is destroyed by the construction operations unless it is itemized in the approved
construction survey estimate.
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12.0 PROJECT CONSTRUCTION MANAGEMENT
Project construction management costs shall be eligible for regional funding only if it is to fund one
or more of the following:
0 Construction inspection
0 Materials testing
0 Project management
0 Construction Survey
0 Geotechnical studies and reports
0 Contract administration
The activities set forth above shall be eligible for regional funding based upon actual costs
provided the total sum does not exceed 15% of the approved estimated construction costs.
13.0 PROJECT OVERSIGHT- AGENCY TIME
Project cost estimates should include an amount intended to allow Agency to recover an amount
representing the costs incurred for the time of its employed staff in working on the project. These
amounts shall be eligible for regional funding based upon actual costs provided the total sum
does not exceed 5% of the approved estimated project costs.
14.0 PROJECT CONTINGENCY FUNDS
Project contingency funds shall not be granted at the beginning of a project. If a change in scope or
design creates a need for a change order which may require additional funds, the agency shall make
application with CVAG for expense eligibility from regional funds. Actual cost incurred shall only
be eligible for funding.
15.0 REFERENCE DOCUMENTS
Transportation Project Prioritization Study, June 1999
Regional Arterial Cost Estimate, June 1999
Regional Arterial Financial Plan and Expenditure Program,November 1994
Coachella Valley Area Transportation Study, 1987
Coachella Valley Area Transportation Study, 1984
c:\wp\agree\advance\paimil0l.098\aa
Page 18 U RO
MINUTE ORDER NO.
APPROVING A CITY OF PALM SPRINGS/COUNTY OF
RIVERSIDE/CVAG REIMBURSEMENT AGREEMENT FOR
THE INDIAN AVENUE/INTERSTATE 10 INTERCHANGE
DESIGN ENGINEERING AND ENVIRONMENTAL WORK.
THIS IS A CVAG REGIONAL MEASURE A PROJECT,
AND A JOINT CITY OF PALM SPRINGS/COUNTY OF
RIVERSIDE PROJECT, WITH THE CITY AS LEAD
AGENCY. CITY PROJECT NO. 00-14
I HEREBY CERTIFY that this Minute Order approving a City of Palm Springs/County of
Riverside/CVAG Reimbursement Agreement for the Indian Avenue/Interstate 10
Interchange design engineering and environmental work. This is a CVAG Regional
Measure A project, and a joint City of Palm Springs/County of Riverside project, with the
City as lead agency, City Project No. 00-14, was approved by the City Council of the
City of Palm Springs, California, in a meeting thereof held on the 6TH day of December
2000.
PATRICIA A. SANDERS
City Clerk
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