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HomeMy WebLinkAbout9/5/2001 - STAFF REPORTS (5) DATE: September 5, 2001 TO: City Council FROM: Grants and Government Affairs Manager, via Director of Public Works/ City Engineer APPROVE CVAG GRANT REIMBURSEMENT AGREEMENT FOR INDIAN CANYON DRIVE ROADWAY AND RAILROAD BRIDGE WIDENING PROJECTS AT WHITEWATER WASH RECOMMENDATION: That City Council approve a grant reimbursement agreement with the Coachella Valley Association of Governments (CVAG), in the amount not-to-exceed $1,546,875, for the Indian Canyon Drive Railroad Bridge and 1-10 Connector Road Widening projects at the north side of the Whitewater River Wash, City Project No. 2001-11. SUMMARY: The City received approval from the Riverside County Transportation Commission (RCTC) for 2 Federal Grants to widen 2 segments of Indian Canyon Drive to 6-lanes: 1. To widen the roadway from Garnet Avenue to the Railroad Bridge and 2. To widen the existing Union Pacific Railroad Bridge at the north side of the Whitewater wash. The City then requested that CVAG financially assist the City with Regional Measure A funds to offset the local match costs. BACKGROUND: In 1999 the City received approval from RCTC for$177,060 in federal Surface Transportation Plan (STP) grant funds to widen Gene Autry Trail from Garnet Avenue to the Union Pacific Railroad Bridge. In 2001 the City received approval from Caltrans for$1,955,000 in federal Highway Bridge Replacement& Rehabilitation (HBRR) grant funds to widen the Union Pacific Railroad Bridge to 6- lanes. On April 18, 2001 City Council approved a Resolution requesting CVAG Regional Measure A funding to assist in the costs of the Indian Canyon Drive and Gene Autry Trail Regional Roadway and Bridge widening costs. On June 25, 2001 the Executive Committee of CVAG approved the attached reimbursement agreement in concurrence with the City Council's April 18 Resolution, thereby providing all of the match funding for the referenced Indian Canyon widening projects. The cost estimates for the Indian Canyon Drive Bridge and Roadway widening projects total $3,093,750 and the federal grants and CVAG are covering all costs. Any remaining excess funds (estimated by CVAG at $585,185) would be credited to the Indian/ 1-10 Interchange Project. ROBERT L. MOHLER DAVID J. BARAKIAN Grants and Government Affairs Manager Director of Public Works/City Engineer APPROVED — �_ � City Manager � ATTACHMENTS:1. Minute Order, 2. CVAG Reimbursement Agreement CITY OF PALM SPRINGS - CVAG REIMBURSEMENT AGREEMENT "INDIAN AVENUE FROM GARNET (SOUTH OF I-10) TO AND INCLUDING RAILROAD CROSSING BRIDGE" DESIGN ENGINEERING AND CONSTRUCTION THIS AGREEMENT is made and entered into this day of 2001, by and between the Coachella Valley Association of Governments, a California joint powers agency, ("CVAG"), and the City of Palm Springs ("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, Indian Avenue from Garnet(South of I-10)to and Including Railroad Crossing Bridge is qualified to receive 50% from CVAG TUMF/Measure"A" resources, 50% local Agency Share. Whereas, 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 for this project. CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 1 W Whereas,this agreement shall provide funds from CVAG(50% share) for the Project generally described as and consisting of the following: "Indian Avenue from Garnet(South of I-10) to and Including Railroad Crossing Bridge". These services will hereinafter be referred to as the "Project". This Project will provide the Design Engineering and Construction for Railroad Crossing Bridge on Indian Avenue project. Whereas,Agency desires to proceed with the Project "Design Engineering and Construction for Indian Avenue from Garnet (South of I-10) to and Including Railroad Crossing Bridge. The estimated cost of the widening of Indian Avenue from Garnet to the railroad including the Rail Road Bridge is$3,093,750 ($650,000 for the Indian Avenue widening and$2,443,750 for the RR Bridge). Agency has $177,060 STIP Funds for the widening from Garnet to the railroad and $1,955,000 in HBRR Funds for the railroad bridge. CVAG shall provide the difference between the project cost and the Agency's contribution, up to 50% of the project costs. Whereas, it is the intent of Agency and CVAG that this agreement will be amended, for the bid process,and construction phases,to include a scope of work,cost estimate and if necessary, schedule modifications, for each respective phase. Whereas,Agency agrees 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. 2. The Project is generally described as and consists of the following: "Design Engineering and Construction for Indian Avenue from Garnet(South of I 10) to and Including Railroad Crossing Bridge". 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 from Garnet(South of I-10)to and Including Railroad Crossing Bridge" 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 Agency to recover an amount representing the time of its employed staff in working on the Project as well as amount Agency shall CVAG-City of Palm Springs/Indian AvenueFROM Garnet loRailroad Crossing Design Engineering&Construction June 2001 Page 2 41IR3 pay to outside contractors in connection with the Project. The amount of the agency's respective portions of the project costs 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 and Agency that the total cost of the Project shall not exceed $3,093,750. Agency has $177,060 in STIP Funds and $1,955,000 in HBRR Funds which will be applied for their 50%Agency Share. Credit for any excess local grant funds from the Indian Avenue railroad crossing bridge toward any responsibility for local match costs for construction of the Indian Avenue interchange on Interstate 10. 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, and Agency agrees 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, Environmental Documents and Construction of the Project. 4.3 Payments to Agency shall be made upon presentation to CVAG of statements from 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 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). 4.5 Prior to initiation of on-site construction, Agency agrees to provide at least one "Project Sign" to be placed in a safe and visible location near the site of construction so that all travelers passing the location have the opportunity to observe who the agencies are that are providing funds for the construction of the project. Exhibit "D" - "Project Sign", provides a guide for Project Sign format. 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, deletions, or revisions by agreement between 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. CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 3 6. 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 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. 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 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 Agency, ROTC, and CVAG using Measure "A"/TUMF funds. & 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 Agency as to the Project. 9. The City of Palm Springs shall assume the defense of,indemnify and hold harmless CVAG 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 CVAG shall assume the defense of, indemnify and hold harmless 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. 10. Agency agrees to include in its contract specifications and bid documents a requirement that all prime contractors shall name CVAG and Agency as "additional insureds" on all liability insurance coverage required by Agency on each contract. Agency will provide a copy of the Insurance Certificate to CVAG, showing CVAG and 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 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 Agency from frill and timely performance in accordance with the terms of this contract. CVAG-City of Palm Springs/Indian AvenuePROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 age 4 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 telefacsimile ("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 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 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: (I) 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 tern and provision of this agreement shall be valid and enforceable to the fullest extent permitted by law. CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 5 N& 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. 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 CVA4VAr By. By. Patricia A. Larson, Executive Director CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 6 EXHIBIT A SCOPE OF SERVICES "INDIAN AVENUE FROM GARNET (SOUTH OF I-10) TO AND INCLUDING RAILROAD CROSSING BRIDGE" DESIGN ENGINEERING AND CONSTRUCTION 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. Widen bridge to six lanes qli8 CVAG-City of Palm Springs/Indian AvenuePROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 7 EXHIBIT B ESTIMATE OF COST "INDIAN AVENUE FROM GARNET (SOUTH OF I-10) TO AND INCLUDING RAILROAD CROSSING BRIDGE" DESIGN ENGINEERING AND CONSTRUCTION Indian Avenue from Garnet to Railroad: CVAG Share $ 325,000 Not to exceed (50% project cost) $325,000 Local Share $ 147,940 will be deducted from the City of Palm Springs Excess Local Share Local Share (STIP Funds) $ 177.060 Total Project Cost $ 650,000 Railroad (RR) Bridge: CVAG Share $ 488,750 Not to exceed (50% project cost) $1,221,875 Local Share (IIBRR Funds) $ 1.955.000 Total Project Cost $2,443,750 Local Share required for the Indian Ave. widening is $147,940 Excess Local Share from the RR portion is $733,125 Remaining Excess in Local Share is $585,185 to be credited for local match costs for the construction of the Indian I-10 Interchange Project CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 8 EXHIBIT "C" PROJECT SCHEDULE "INDIAN AVENUE FROM GARNET (SOUTH OF 1-10) TO AND INCLUDING RAILROAD CROSSING BRIDGE'' DESIGN ENGINEERING AND CONSTRUCTION CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 9 w EXHIBIT "D" "PROJECT SIGN" "INDIAN AVENUE FROM GARNET (SOUTH OF I-10) TO AND INCLUDING RAILROAD CROSSING BRIDGE" The Project Sign shall consist of the following information: YOUR TAX DOLLARS AT WORK "PROJECT NAME" FUNDED BY: RIVERSIDE COUNTY TRANSPORTATION COMNIISSION/ COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS Lead Agency TOTAL $ x.xxx.xxx Other information, such as the City Logos and/or Measure "A" Funds Logo, is encouraged. f:\home\aazzu\wp\agree\stip\psindi=r601 CVAG-City of Palm Springs/Indian AvenuePROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 10 ATTACHMENT I COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS REGIONAL ARTERIAL PROGRAM PROJECT COST DETERMINATION AND EXPENSE ELIGIBILITY y�41 z CVAG-City of Palm Springs/Indian AvenueFROM Garnet toRailroad Crossing Design Engineering&Construction June 2001 Page 11 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 z/A 13 Page 12 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 Govermnents (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 0 Construction An updated cost estimate for the costs to build the improvement per the approved plans and specifications. 0 Engineering Engineering costs will usually be estimated on the basis of a percentage of the estimated construction costs. 0 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. 0 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. Page 13 4 A K 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 funding. 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 funding 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 fluids 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. Page 14 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. d 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, '-ik-ela es, etc. are not eligible for Regional Arterial funding. Page 15 4t A 4 Exception: One sidewalk andlor one bikelatte (Bikelanes are eligible for Regional Arterial funding, Executive Committee action on October 30, 2000) 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: 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. 4A 7 t Page 16 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: Construction inspection 0 Materials testing 0 Project management 0 Construction Survey 0 Geoteclmical studies and reports 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\psindianrr601 Page 17 CITY OF PALM SPRINGS CALIFORNIA 7 REQUEST FOR PROPOSALS (RFP 04-02) PROOF OF PUBLICATION PROVIDE ENGINEERING SERVICES FOR PREPARATION OF ENVIRONMENTAL AND /2�1S.S.C.C.P ENGINEERING DOCUMENTS AND TECHNICAL ' STUDIES AND PLANS, SPECIFICAT IONS AND l Al �� ESTIMATES (PS&E) bl I 'I FOR INDIAN CANYON DRIVE STREET& BRIDGE WIDENING (CP 01-11) NOTICE IS HEREBY GIVEN that the City of Palm' Springs, California Is soliciting proposals to pre- ' pare Environmental Documents and Technical u Studies, and Plans, Spocfoatrons and Estimates J (PS&E) far the widanion of the and Indian 1,='Q Canyon Drive (formerl� Indian Avenue) bridF. 4 crossing at the Umen or To Ratlreatl, and tie w'dcoma of Indian Canyon Drive between Garnet Avenue and the entranne of the Palm Springs / Train Station. DISADVANTAGE BUSINESS ENTERPRISE (DBE) REQUIREMENT: As this pproject is fgnded in pail by the Federal Highway Administration, all Proposers will be required to comply wllh appli- cable provisions of the DBE renulntons asspeci- STATE OF CALIFORNIA fied in the REP documents the City of Palm - - - Cmmty of-Riverside - - — _-_ _ _ Spnngs current DBE Prog tl= MAY Pon,.. has estab vI ed a g of"eav pmcent(11`4)DBE rap this oat contract. SCOPE OF SERVICES: The Scope of Work will consist of the pi operation of Environmental Docu- ments and Technical Studies and all other neces- sary documents and/or reports to comply with applicable local, stare and federal reggulations, Policies, procedui Ss, manuals and slandards and preparation of Plans,Speed cations and Estimates (PS&E).The project will be divided into two phas- as Phase One: Environmental Documents and Tech-, nical Studies I am a citizen of the United States and a resident of Phase Two: Engineering Design (PS&E) the County aforesaid;I am over the age of eighteen DEADLINE: Proposals must be received ins,the Office of the Director, Procurement and Contract years,and not a party t0 or interested in the mg Depso ment, 3200 East Tali Canyon Way, above-entitled matter.I am the principal clerk of a dead ins Ings, day, Se, temb lie later math the P 1 deadline of Friday, September 23, 2001. the printer of the,DESERT SUN PUBLISHING P.M., Local Time. It is the responsibility of the respondent to see that any submittal sent through COMPANY a newspaper of general circulation, the mail shall have sufficient Lima to be recieved by this specified date and time Telegraphic, tele- printed and published in the city of Palm Springs, phonic or facsimile (PAX) submittals will not be accepted Technical questions regardm this pro- County of Riverside,and which newspaper has been sect should be addressed to Marcus F-ulsr,Senior adjudged a newspaper of general circulation by the Civil Engineer, (760)323-3253, eat 8744, mar- cusfyici.palm-spi ingS.Ca us. Superior Court of the County of Riverside,State of SUBMISSION REQUIREMENTS:Copies of solici- California under the date of March 24,1988.Case tat,on document (RFP 04-02) are available at the r address above or by telephone re uest 1760)323-- Number 191236;that the notice,of which the 3239. There is no phai ge for moving this docu- annexed is a printed copy(set in Ty moot to interested firmspe not smaller Responses received which are not in confor- than non pariel,has been published in each regular million with the instructions outlined in the Cry s and entire issue of said newspaper and not in any solicitation document may be rejected as noo-re- .pensive Those submilting responses do so en- supplement thereof on the following dates,to wit: tin ly at their expense the There orexpressed pies s d eo i fiP 9 Y y rm or individual for any costs incurred in proper- ling or submitting responses, p,eparmgr o submit- August 25th tinq additional Information requested by the City, ---- ---------___—___ — —____---- or For participating in any selection into view(s) BASIS OF AWARD:The City racer ves the no tit to award a contract or make no award, whichever s _—_--------_-----------—-----_---—---—--------_—--------- in the best interest of the City The City also re- serves the ught to negotiate the terms and court- tors of any contract resulting form this sohcua- All In the year 2001 lion Final.,,aid, if any,will be made by the Patin Spnngs City Council. SELECTION PROCESS: The City of Pahl, I certify(or declare)under penalty of perjury that the Spnngs has elected to utioze a quahfrcetion based selection process to select professional engineer-r Ing to provide the services specified in the REP, foregoing i5 true and correct. 27th document Dated at Palm Springs,California this------ --day EVALUATION CRITERIA: All proposals received by the closing date and time will be evaluated by AU gust an Evaluation Chill who will review the mei- g its of the proposals received in accordance with of---------------------------—-------1 2001 all anions,and specifications contained in the RFP n ba of the Proposals will be evaluated on the ba- /"�, �r �C�u� sis of the firlIcavUnderstanding inters: 'Protecters placed on -----— commitment Signature `Protect Managers'/Staff queldoeahone g ` Firm qualification/Consultant references `Pr elect costs INSURANCE REOUIHEMEN7S: The successful form must meet all Insurance requirements of the City of Palm Springs and will be required to re- goaate a Professional Services Agreement. A,/Heels E. Core, CPPO Director;'-'mouiement and Contracting Decartmcnt MINUTE ORDER NO. 6916 APPROVING A GRANT REIMBURSEMENT AGREEMENT WITH THE COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG), IN AN AMOUNT NOT-TO-EXCEED $1,546,875 IN REGIONAL MEASURE "A" FUNDS, FOR THE INDIAN CANYON DRIVE ROADWAY AND RAILROAD BRIDGE WIDENING PROJECTS AT THE WHITEWATER RIVER WASH, CITY PROJECT NO. 2001-11. ------------------ I HEREBY CERTIFY that this Minute Order, approving a Grant Reimbursement Agreement with the Coachella Valley Association of Governments (CVAG), in an amount not-to-exceed $1,546,875 in Regional Measure "A" Funds for the Indian Canyon Drive Roadway and Railroad Bridge Widening Projects at the Whitewater River Wash, City Project No. 2001-11, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 5'h day of September, 2001. PATRICIA A. SANDERS City Clerk 7