HomeMy WebLinkAbout5/16/2007 - STAFF REPORTS - 2.I. p A`M Spy
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-0'CIFOR %9 CITY COUNCIL STAFF REPORT
DATE: May 16, 2007 Consent Agenda
SUBJECT: ENGINEERING DESIGN SERVICES FOR EXPANSION OF THE
RENTAL CAR READY/RETURN LOT AT THE AIRPORT, AMENDMENT
NO. 11 TO AGREEMENT NO. 4487 WITH VSA AIRPORTS, INC.
FROM: David H. Ready, City Manager
BY: Department of Aviation
SUMMARY
This action would approve an amendment to the existing engineering services
agreement with VSA Airports to design the expansion of the rental car ready/return lot.
RECOMMENDATION:
1) Adopt Minute Order No, Approving Amendment No. 11 to Agreement No.
4487 with VSA Airports, Inc. for Engineering Design Services for expansion of the rental
car ready/return lot at the Airport, in the amount of $190,000.; and 2) Authorize the City
Manager to execute the amendment to the agreement. A4487.
STAFF ANALYSIS:
Recently the City Council approved a per rental fee (CFC) to be charged to the rental
car companies at the airport. This fee is restricted to development of facilities that
benefit the rental car companies. As part of the consultation effort that went into the
development of this new fee the Airport agreed to immediately begin the process to
develop an expansion to the ready return facility north of the baggage claim area. The
commitment was to try and have the facility in operation as soon after Signature gives
back the ramp in front of their existing terminal building; contractually set to happen on
January 1, 2008. To meet such a timing commitment it is important to immediately
begin the design process.
The ready/return facility design is heavily impacted by restrictions placed on the parking
of vehicles in close proximity to a building following the events of 911. VSA Airports
was the firm that worked closely with the airport to design the current lot configuration
and thus staff sought a quote from them for this work. VSA still has an open contract
Item 2 . 1 .
i
City Council Staff Report
May 16, 2007- Page 2
Rental Car Ready/Return Lot Engineering Design
with the airport for engineering services. Staff has negotiated a price of $190,000 for
the design work which includes the landscaping plans and the necessary reviews by the
Planning Commission and other review bodies, as well as the necessary field
engineering during construction. The estimated construction cost for the project will be
between $1 million and $1.1 million.
This item was reviewed by the Airport Commission at their May 9, 2007 meeting and is
recommended by the Commission for adoption by City Council,
FISCAL IMPACT: IFinance Director Review:
The contract amount of $190,000 engineering fees will be paid from the new CFC fee.
The fee was first collected in March of 2007 and has already generated over $250,000
in collections in the first month. If this item is approved an Offsetting Budget
Amendment will be processed through Finance to set up the design dollars for the
project.
Allen F. Smoot, onstruction Project Administrator
David H. Ready, City Mars r
Attachments:
Minute Order
Amendment No. 11 to VSA Agreement
MINUTE ORDER NO_
APPROVING AMENDMENT NO. 11 TO AGREEMENT
NO. 4487 WITH VSA AIRPORTS, INC. FOR
ENGINEERING DESIGN SERVICES FOR EXPANSION
OF THE RENTAL CAR READY/RETURN LOT AT THE
AIRPORT IN THE AMOUNT OF $190,000.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order approving Amendment No. I I to Agreement No. 4487 with VSA Airports,
Inc., for engineering design services for expansion of the rental car ready/return lot at the
airport in the amount of$190,000, was adopted by the City Council of the City of Palm
Springs, California in a meeting thereof held on the 16th day of May 2007.
James Thompson, City Clerk
AMENDMENT#11
AGREEMENT NO. 4487, AIRPORT ENGINEERING SERVICES
THIS ELEVENTH AMENDMENT TO AGREEMENT NO. 4487 FOR CONTRACT
SERVICES, (herein "Amendment") is made and entered into on the_day of 2007,
by and between the CITY OF PALM SPRINGS (herein "City") and VSA AIRPORTS, Inc. (herein
"Contractor"). (The term Contractor includes professionals performing in a consulting capacity.),
is hereby effective 2007 as follows:
RECITALS
A. The City and Contractor entered into that certain Contract Services Agreement No. 4487
for Airport Engineering Services ("Agreement"), as duly amended from time to time-
s. The parties wish to amend the Agreement pursuant to the terms of this Amendment to
add additional services to be performed by Contractor and increase the Contract Sum to
authorize payment for such additional services.
NOW, THEREFORE, the parties hereto agree as follows:
Section 1: Section 2.1 of the Agreement entitled "Contract Sum" shall be amended as to the
reference to the Contract Sum to include the fees added with this Amendment, as described in
the revision to Exhibit "C" below (for $190,000.00), so that the revised Contract Sum shall read
"Three Million Seven Hundred Sixty Nine Thousand and 00/100 Dollars ($3,769,000.00)", with
all other provisions of Section 2.1 remaining unmodified and in full force and effect.
Section 3: Exhibit "A" Scope of Services, Part V — Project Specific Scopes, is hereby
amended by adding Project No.2d with all other provisions of Exhibit "A" remaining unmodified
and in full force and effect:
Project# Project Title/Description Task Assignments*
2. Airport Roadway Systems (300' Mitigation Rule)
d. Rental Car(Ready/Return) Temporary Parking Lot Expansion A, C, D, F,
G, 1, K
'tasks as defined in the original contract
Section 4: Exhibit "C" Schedule of Compensation, Part 11 — Project Specific
Compensations is hereby amended by adding Project No. 2b, with all other provisions of
Exhibit "C" remaining unmodified and in full force and effect
Project# Project Title/Description Compensation (Not To Exceed)
2. Airport Roadway Systems (300' Mitigation Rule)
d. Rental Car(Ready/Return) Temporary Parking Lot Expansion $190,000,00
Section 5: Exhibit "D" Schedule of Performance is hereby amended by adding the dates for
Project No.2d, with all other provisions of Exhibit "D" remaining unmodified and in full force and
effect:
VSA AIRPORTS,Inc.,Agreement 4487,Amendment S11 1
Project# Project Title/Description Commence Complete
2. Airport Roadway Systems (300' Mitigation Rule)
d. Rental Car(Ready/Return) Temporary Parking Lot June 1, 2007 May 1, 2008
Expansion
Section 6: Full Force and Effect. Except as expressly modified herein all other provisions of the
Agreement shall remain unmodified and in full force and effect.
Section 7: Corporate Authority. The persons executing this Amendment on behalf Of the
parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly
authorized to execute and deliver this Amendment on behalf of said part, (iii) by so executing
this Amendment, such party is formally bound to the provisions of this Amendment, and (iv) the
entering into this Amendment does not violate any provision of any other agreement to which
said party is bound.
(Signature Page Follows)
L7'
VSA AIRPORTS,Inc.,Agreement 4487,Amendment 911 ���1� 2
IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first
written above.
ATTEST: CITY OF PALM SPRING
a municipal corporation
By: By
City Clerk City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: Check one: —Individual _Partnership __Corporation
Corporations require two notarized signatures: One from each of the following: A. Chairman of Board,
President, or any Vice President: AND B. Secretary, Assistant Secretary, Treasurer, Assistant Treasurer,
or Chief Financial Officer.
By: By:
Signature(notarized) Signature(notarized)
Name: Name:
Title: Title:
State of State of
County of County of
On before me, On before me,
personally appeared personally appeared
personally known to me(or proved to me on personally known to me (or proved to me on
the basis of satisfactory evidence) to be the the basis of satisfactory evidence)to be the
person(s)whose name(s) is/are subscribed person(s)whose name(s) is/are subscribed
to the within instrument and acknowledged to the within instrument and acknowledged
to me that he/she/they executed the same to me that he/she/they executed the same
in his/her/their authorized capadty(ies), and in his/her/their authorized capacity(ies), and
that by his/her/their signatures(s) on the that by his/her/their signatures(s) on the
instrument the person(s), or entity upon instrument the person(s), or entity upon
behalf of which the person(s) acted, behalf of which the person(s)acted,
executed the instrument. executed the instrument.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
VSA AIRPORTS,Inc.,Agreement 4487,Amendment#11 3
Airport Engineering Services Exhibit"A'- Scope of Services
VSA AIRPORTS
TASK Trr FJDsSCRIpTION
RSSIGNMENf'
y Preliminary Design - As required by the speclfic project, provide preliminary design
sketch(es)of initial project concepts to define parameters,concepts and/or scope of work,
in accordance with the Airport Layout Plan(ALP)and other applicable regulations/drawings.
Quantity and content of the sketches to be determined bythe Engineer.
F3 Design Charette-The Engineer and all necessary sub-consultants for the specific project
shall meet at the Palm Sprlrgs international Airport fora one(1)day'brain storming'session.
The outcome of these session(s)will be to explore and define all possible issues related to
the specific project. DELIVERABLES; A summary reportlminutes of the session(s) and
charette findings,consisting of ten (10) color copies in 11"x 17"format. Booklet to include
concept sketches and outline of key design issues&findings of the charette..
C Topographic Surveying- Perform topographic surveys of proposed construction areas, as
required,for design.
D Soils Testing/Pavement Design - Perform necessary geotechnical services of proposed
construction areas, as required, For design.
E Schematic design-The lead designer, as assigned by the Engineer and agreed to by the
City,shall review the Design Charette findings for the specific project,and develop three(3)
alternatves and associated sketches for the specked project; develop project specific
phasing plans;coordinatetheestablishmentofbid proposals into schedules to allow flexibility
of award to match the funds available.DELIVERABLES:A booklet/report documenting the
three(3)alternatives and corresponding Engineers Report.Said documentation shall consist
of five(5)color copies in 11"x 17"format documenting in sketch form the project as defined
in the design charette summary report.This booklet will be based on a maximum of three
(3) alternates and would Include, as required, a plot plan, elevation and floor plan, a
preliminary construction schedule and order of magnitude cost, by construction discipllne.
F Design Review Package(for submittal to Planning DepartmentlCity Council, etc.)-These
items shall be used to obtain approval by, but not limited to, the Airport Commission,
Planning Commission and City Council for the City of Palm Springs. Coordinate the
establishment of bid proposals into schedules to allow flexibility of award to match the funds
available. Prepare the final plans and specifications for submission and review by the City
and the FAA. DELIVERABLES: Based on one (1) selected Schematic Design Task, the
Engineer will furnish to the City color presentation boards, including color elevations, site
plans, profile drawings/presentation boards,floor plans,etc.for the specified project.A City
of Palm Springs major architectural review application is shown in Attachment 1. The
Engineer shall ensure the distribution of applicable drawings and in formation to complete the
City submittal.If requested by the City,3D color renderings are available for an additional fee
of$4,000 each.
VSA Airports Engineering Agreement Page 13 of 26
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Airport Engineering Services Erhibit'A"-Scope of Services
VSA AIRPORTS
TASK 717LEVE'scPJP77oN
ASSfGMMEN7
G Civil Design/Eld Package (engineering drawings, general conditions, special provisions,
® technical spaciFicatlons, etc.) - Develop and submit for City review and approval, the
necessary civil design and/or bid package documents. Provide complete sets of approved
plans,specifications and contract documents for the bidding of the project;arrange for and
conduct Pre-bid conferences and projectfamiliarizaflon tours;assistwith the bid opening and
processing of bid documents and make recommendations to the City for award of contract
schedules; redesign the project or adjust the scope via the use of bid schedules at no
additional cost if project bids are higher than the approved budget- All bid packages shall
include any and all applicable Department of Transportation (DOT)/Federal Aviation
Administration(FAA)contract assurances.DELIVI=RABLES= Preparation and assembly In
City and/or FAA bid document format.To the extent practicable,all bid documents shall be
prepared for publication and advertising via the Int,emet-
FI Environmental Assessment - Limited to preparing the City's Environmental
Assessment/application forms for submission to the City of Palm Springs, Department of
Planning& Building. If required,more in-depth environmental review for the specific project
may be required with other specialized sub-consultants, and Is outside the scope of this
agreement.
I ArchitecturalDesign,including landscaping/Bid Package-(plains and specifications,general
conditions, special provisions, technical specifications,etc.)- Develop and submit for City
review and approval, the necessary architectural design and/or bid package documents;
provide complete sets of approved plans, specifications and contract documents for the
bidding of the project;redesign the project or adjust the scope via the use of bid schedules
at no additional cast if project bids are higher than the approved budget. All bid packages
shall include any and all applicable Department of Transportation (DOT)/Federal Aviation
Administration (FAA)contract assurances.DELIVERABLES; Preparation and assembly in
City andlor FAA bid document format-To the extent practicable,all bid documents shall be
prepared for publication and advertising via the Internet-
Architectural, including landscaping construction administration - The Architectural sub-
consultant, in conjunction with the Engineer, shall prepare all addition and deletion
architectural related change orders and supplemental agreements for approval by the City
as required.After acceptance of the Construction Contract by the Contractor,copies will be
submitted to the City and the FAA for approval and signature before proceeding with the
work.
As required on a project by project basis,the Architectural sub-consultant,In conjunction wlttl
the Engineer,shall review the submitted weekly contractors payroll,review and as required,
approve,shop drawings and construction submittals, and prepare and maintain necessary
records of construction progress.
Upon acceptance of the project, the Architectural sub-consultant, in conjunction with the
Engineer, shall prepare the "Record Drawings", including any field surveying required to
compute final quantities,and[he Construction Engineering Report,and shall provide the City
and the FAA with one (1) set of reproducible"Record Drawings"and one (1) copy of the
Constructlen Engineering Report.
On completion of the project, the Architectural sub-consultant, in conjunction with the
Engineer,shall prepare and supply the City with any maintenance manuals and/or programs
for the improvements constructed under the project.
VSA Airports Engineering Agreement Page 14 of 26
Airport Engineering Services Exhibit A'-Scope of Services
VSA AIRPORTS
TASK 77TLEIDESCR7P770N
AssrsNmrENT
K Fielp'Engineering-Arrange for and conduct Pre-Constructionconferences.Provide complete
O resident engineering coordination of the constructonworkwith sufficient qualifiedinspectors
who shall be present during all construction operations to observe that construction is
accomplished in accordance with the plans and specifications.It is expressly understood that
the terra "engineering coordination' does not mean that the Engineer will assume any
responsibility that usurps or replaces the duties and authority of a construction
Superintendent or other Contractor agent charged with responsibility for the construction
operation. In carrying out his responsibillties for engineering coordination,the Engineer shall
guard the City against defects and deficiencies in the permanent work constructed by the
Contractor, but does not guarantee the performance of the Contractor. The above
disclaimers do not in any way abrogate the responsibility of the Engineer as agent for the City
to exercise technical competence, expertise, skill and engineering judgment so that the
Contractor's construction products are provided in accordance with the construction contract
documents. The Engineer shall issue such instructions to the Contractor's Construction
Superintendent as are necessary to protect the City's interests to the same extent as would
the City, itself.
The Engineer shall provide sufficient surveys and observe and check surveys conducted by
the Contractor in accordance with the plans and specifications-
The Engineer shall act as the City's agent during construction to protect the City's interest
and shall have the authority to recommend to the Citythat the construction be stopped if not
in accordance with the plans and specifications. The Engineer will furnish a weekly
construction progress and inspection report to the City and the FAA.
The Engineer shall prepare all addition and deletion change orders and supplemental
agreements for approval by the City as required_ After acceptance of the Construction
Contract by the Contractor,copies will be submitted to the City and the FAA for approval and
signature before proceeding with the work.
The Engineer shall review the submitted weekly contractor's payroll, check shop drawings
and construction submittals, and prepare and maintain necessary records of construction
progress.
When the project has been completed and is ready forf[nal acceptance,the Engineer shall
arrange for inspection of the finished work by the FAA, the City, the Contractor and the
Engineer,following which the final estimate for the work will be considered by the City.
Upon acceptance of the project,the Engineer shall preparethe"Record Drawings",including
any field surveying required to computer final quantifies,and the Construction Engineering
Report, and shall provide the City and the FAA with one (1) set of reproducible "Record
Drawings"and one(1) copy of the Construction Engineering Report.
On completion of the project, the Engineer shall prepare and supply the City with any
maintenance manuals and/or programs for the improvements constructed under the project.
Perform the duties of the Engineer/Architect as set forth in the General Conditions of the
Construction contract.
VSAAirports Engineering Agreement Page-15of 26
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