HomeMy WebLinkAbout1/15/2003 - STAFF REPORTS (10) DATE: January 15, 2003
TO: City Council
FROM: Public Works Director/City Engineer
APPROVE CALTRANS AGREEMENT FOR A STATE GRANT FOR A LIGHTED MID-
BLOCK CROSSWALK ON TACHEVAH DRIVE TO DESERT REGIONAL MEDICAL CENTER
RECOMMENDATION:
It is recommended that the City Council approve Caltrans Program Supplement Agreement
No. 0828, in the amount of $30,000 for an In-Pavement Lighted Crosswalk and warning
signage installation for a mid-block pedestrian crossing from the Las Palmas Medical Plaza
at 555 Tachevah Drive to the Desert Regional Medical Center via a state Pedestrian Safety
Program (PSP) grant; State Project No. PSPL-5282 (021) per State Master Agreement No.
000281 (City Agreement No. A4216); City Project No.2002-10.
SUMMARY:
The most recent Agency-State Master Agreement No. 000281 for "State Funded Projects"
was approved by City Council on May 3, 2000 (City Agreement No. A4216, Resolution No.
19780) and Program Supplement Agreement No. 0828 to that Master Agreement authorizes
the state PSP grant reimbursement from Caltrans upon completion of the 555 Tachevah Drive
In-Pavement Lighted Crosswalk Project.
BACKGROUND:
On April 12, 2001 the City applied to Caltrans for state grant funds to install an in-pavement
lighted crosswalk and signage for increased pedestrian safety for a proposed mid-block
crosswalkfrom the Las Palmas Medical Plaza complex at 555 Tachevah Drive(on south side
of Tachevah) to Desert Regional Medical Center (on north side of Tachevah). In a letter
received from Caltrans on June 10, 2002 the City was notified that it had received approval
of a $30,000 state Pedestrian Safety Program (PSP) Grant. On July 25, 2002, the City
forwarded the Request for Funding Allocation to Caltrans who allocated the funds and
authorized the City to proceed on October 15, 2002.
The urgency for increased pedestrian safety was first brought to the City staff's attention as
a result of traffic reports noting safety concerns and an accident on Tachevah Drive east of
Indian Canyon Drive.After studying the site,the City discovered that many of the patients and
medical staff at the Las Palmas Medical Plaza at 555 Tachevah Drive travel to and from the
Desert Regional Medical Center by crossing the roadway mid-block between Indian Canyon
Dr. and Via Miraleste. The City made separate written requests to both the Las Palmas
Medical Plaza administrators at 555 Tachevah Drive and the Desert Regional Medical Center
at 1150 N. Indian Canyon Drive, seeking financial assistance to correct the pedestrian safety
problem between the two facilities. Neither facility would provide funding contributions to
assist with the safety problem (basically"blowing the City off). The City then applied for the
subject grant from the state. The project plans & specifications, being done in-house by
Engineering staff, are nearly complete and ready to go to bid by February, 2003.
This is estimated to be a $43,000 project, with the $30,000 grant to be covered by an off-
setting budget adjustment. The $13,000 local match is in Measure A Account 134-4498-
50193 and therefore no local general funds are required for the project.
/M
Lighted Crosswalk at 555 Tachevah Drive
Council Report dated January 15,2003 (pg.2)
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ROBERT L. MOHLER DAVID J. BARAKIAN
Grants and Government Affairs Manager Public Works Director/City Engineer
APPRO—VED,,;: i _
City Manager
REVIEWED BY DEPT.OF FINANCE
ATTACHMENTS: a
1. Minute Order
2. Caltrans Program Supplemental Agreement No. 0828
PROGRAM SUPPLEMENT NO. 828 Date:November 08,2002
to Location:08-RIV-O-PSP
ADMINISTERING AGENCY-STATE AGREEMENT Project Number:PSPL-5282(021)
FOR STATE FUNDED PROJECTS NO. 000281 E.A. Number:08-924748
Locode:5282
This PROGRAM SUPPLEMENT,effective 9/03/07 is hereby incorporated into the Administering Agency-State Agreement
No. 000281 for State Funded Projects entered into between the ADMINISTERING AGENCY and the STATE with an effective
date of 06/28/99 and is subject to all the terms and conditions thereof.This PROGRAM SUPPLEMENT is adopted in accordance
with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the
ADMINISTERING AGENCY on (See copy attached).
The ADMINISTERING AGENCY further stipulates that as a condition to payment of funds encumbered to this project, it accepts
and will comply with the Special Covenants and Conditions set forth on the following pages.
PROJECT LOCATION:
555 Tachevah Drive
TYPE OF woRK: Advance warning signs,beacons,and in-p
,Estimated Cost State Funds Matching Funds
STATE $30,000.00 LOCAL OTHER
$43,000.00 $13,000.00 $0.00 $0.0C
CITY OF PALM SPRINGS STATE OF CALIFORNIA
Department of Transportation
BY BY
Chief, Office of Project Implementai
Date Division of Local Assistance
Date
Title
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer � Date �� '- 0 (O� $30,000.00
Chapter Statutes I :rte& I Year Program Be Category fund Source AMOUNT
833 2000 2660-601-250 2000-2001 20.30.010.536 C 262042 250-T 30,000.00
Program Supplement 00-0281-828- SERIAL Page 1 of 3
'//43
O8-RIV-0-PSP 11/08/2002
PSPL-5282(021)
SPECIAL COVENANTS OR REMARKS
1 . The ADMINISTERING AGENCY will reimburse the STATE for the
ADMINISTERING AGENCY share of costs for work requested to be
performed by the STATE.
2 . All obligations of STATE under the terms of this Agreement are
subject to the appropriation of resources by the Legislature and
the encumbrance of funds under this Agreement. Funding and
reimbursement are available only upon the passage of the State
Budget Act containing these STATE funds.
3 . PEDESTRIAN SAFETY PROGRAM (PSP) SPECIAL COVENANT: (REIMBURSABLE
COSTS OF $300,000 OR LESS)
A. This Program Supplement Agreement (PSA) is intended for
Pedestrian Safety Program (PSP) funds only. Separate agreements
are needed if PROJECT is also funded with any other STATE
administered State or Federal funds .
B. The PROJECT will be administered in accordance with the
PSP Guidelines (LPP 01-02 effective February 15, 2001) , as
approved and amended, and the PROJECT Application.
C. This PSA allows reimbursement of eligible PROJECT
expenditures to the ADMINISTERING AGENCY for which PSP funds are
allocated. The effective date of this agreement establishes
eligibility for the ADMINISTERING AGENCY to start reimbursable
work and seek reimbursement of funds. Any work done prior to the
effective date of this agreement is not eligible for
reimbursement from the PSP funds.
D. The STATE and ADMINISTERING AGENCY agree that PSP funds
available for reimbursement to the ADMINISTERING AGENCY by the
STATE will be limited to the amount allocated and encumbered by
STATE. Additional funds made available by future allocations
will be encumbered on this PROJECT by use of a STATE approved
Allocation Letter and Finance Letter.
E. The ADMINISTERING AGENCY agrees to submit to the STATE,
Exhibit B "Project Status Report" of the PSP Guidelines on or
before April 1 , 2003 unless a construction contract has been
awarded by that date.
Program Supplement00-0281-828- SERIAL Page 2 of 3
904y
08-RIV-0-PSP 11/08/2002
PSPL-5282(021)
SPECIAL COVENANTS OR REMARKS
F. The ADMINISTERING AGENCY agrees to submit to the STATE,
Exhibit C "Post-Construction Project Evaluation Form" as required
by the PSP Guidelines.
G. The ADMINISTERING AGENCY agrees to award the construction
contract by June 30, 2003 . For projects unable to meet this
deadline, the ADMINISTERING AGENCY may request, in writing, a
time extension from the District Local Assistance Engineer
(DLAE) . One time extension, for a maximum period of one year,
may be granted by the DLAE. Projects unable to meet the new
deadline will be dropped from the program.
H. The ADMINISTERING AGENCY acknowledges that the first
invoice cannot be submitted to the STATE until after a
construction contract has been awarded.
I . The ADMINISTERING AGENCY agrees to submit the contract
award information when submitting its first invoice to the STATE.
Attachment I of this PSA may be used for providing the necessary
award information. The invoice could be for lump sum advancement
of the entire project cost.
J. The ADMINISTERING AGENCY agrees to submit the "Report of
Expenditures" to the DLAE within six (6) months after the project
completion in accordance with Section 17 .5 of the Local
Assistance Procedures Manual (LAPM) . If the "Report of
Expenditures" shows that the final costs of the project were less
than the lump-sum advancement, the ADMINISTERING AGENCY agrees to
reimburse the STATE the difference at the same time the "Report
of Expenditures" is submitted.
K. The ADMINISTERING AGENCY agrees to follow all State laws
and requirements including the California Environmental Quality
Act (CEQA) .
Program Supplement 00-0281-828- SERIAL Page 3 of 3
7A lb
CITY OF PALM SPRINGS ("4
NOTICE INVITING BIDS
For constructing TACHEVAH DRIVE FLASHING CROSSWALK - Project 02-10
N-1 NOTICE IS HEREBY GIVEN that sealed bids for the TACHEVAH DRIVE
FLASHING CROSSWALK will be received at the office of the Director of
Procurement and Contracting of the City of Palm Springs, California,
until 2 P.M. on July 29, 2003 at which time they will be opened and
read aloud.
N-2 DESCRIPTION OF THE WORK: The Work comprises the construction of
advanced warning signs, solar powered beacons and in-pavement lighted
crosswalk, access ramp and all appurtenant work.
N-3 AWARD OF CONTRACT:
(a) The City reserves the right after opening bids to reject any
or all bids, to waive any informality (non-responsiveness) in a bid,
or to make award to the lowest responsive, responsible bidder and
reject all other bids, as it may best serve the interest of the City.
(b) As a condition of award, the successful bidder will be
required to submit payment and performance bonds and insurance.
N-4 BID SECURITY: each bid shall be accompanied by a certified or
cashier' s check or Bid Bond in the amount of 10 percent of the total
bid price, payable to the City of Palm Springs .
N-5 BIDS TO REMAIN OPEN: The Bidder shall guarantee the Total Bid
Price for a period of 60 calendar days from the date of bid opening.
N-6 CONTRACTOR' S LICENSE CLASSIFICATION: The Contractor shall
possess a valid Class-A or .C-8 and C10 Contractor license at the time
of submitting bids .
N-7 CALIFORNIA WAGE RATE REQUIREMENTS: The Contractor shall pay the
general prevailing rate of per diem wages as determined by the
Director of the Department of Industrial Relations of the State of
California for the locality where the work is to be performed. A copy
of said wage rates is on file at the office of the City Engineer.
The Contractor and any subcontractors shall pay not less than said
specified rates and shall post a copy of said wage rates at the
project site.
N-8 RETAINAGE FROM PAYMENTS: The Contractor may elect to receive 100
percent of payments due under the Contract Documents from time to
time, without retention of any portion of the payment by the City, by
depositing securities of equivalent value with the City in accordance
with the provisions of Section 22300 of the Public Contract Code.
TACHEVAH DRIVE FLASHING CROSSWALK P,�),5
CITY PROJECT NO.02-10 NOTICE INVITING BIDS
6123103 PAGE 1
I
N-9 OBTAINING OR INSPECTING CONTRACT DOCUMENTS:
(a) Contract Documents may be inspected without charge at the
office of the City Engineer, 3200 East Tahquitz Canyon Way, Palm
Springs, CA 92262.
(b) Complete sets of said Contract Documents may be purchased at
$30. 00 per set and are obtainable from the office of the City
Engineer, 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262. No
refund will be made of any charges for sets of Contract Documents .
(c) An additional fee of $20 . 00 will be charged for sets of
documents sent by mail .
N-10 ADDRESS AND MARKING OF BIDS: The envelope enclosing the Bid
shall be sealed and addressed to the City of Palm Springs, and shall
be delivered or mailed to the Director of Procurement and Contracting
at 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262 . The
envelope shall be plainly marked in the upper left hand corner with
the name and address of the Bidder and shall bear the words "Bid
For. . " followed by the title of the Project and the date and hour of
opening Bids. The certified or cashier' s check or Bid Bond shall be
enclosed in the same envelope with the Bid.
BY ORDER OF THE CITY OF PALM SPRINGS
Date CITY OF PALM SPRINGS
By
David J. Barakian, PE
Director of Public Works / City Engineer
City of Palm Springs
TACHEVAH DRIVE FLASHING CROSSWALK
CITY PROJECT NO.02-10 NOTICE INVITING BIDS
6/23/03 PAGE 2
MINUTE ORDER NO.
APPROVING CALTRANS PROGRAM SUPPLEMENT
AGREEMENT NO.0828, IN THE AMOUNT OF$30,000 FOR
AN IN-PAVEMENT LIGHTED CROSSWALK AND WARNING
SIGNAGE INSTALLATION FORA MID-BLOCK PEDESTRIAN
CROSSING FROM LAS PALMAS MEDICAL PLAZA AT 555
TACHEVAH DRIVE TO THE DESERT REGIONAL MEDICAL
CENTER VIA A STATE PEDESTRIAN SAFETY PROGRAM
(PSP)GRANT;STATE PROJECT NO. PSPL-5282(021)PER
STATE MASTER AGREEMENT NO. 000281 (CITY
AGREEMENT NO. A4216); CITY PROJECT NO. 2002-10.
I HEREBY CERTIFY that this Minute Order approving Caltrans Program Supplement
Agreement No. 0828, in the amount of$30,OOOfor an In-Pavement Lighted Crosswalk and
warning signage installation for a mid-block pedestrian crossing from Las Palmas Medical
Plaza at 555 Tachevah Drive to the Desert Regional Medical Center via a state Pedestrian
Safety Program(PSP)grant;State Project No. PSPL-5282(021)per State MasterAgreement
No. 000281 (City Agreement No.A4216); City Project No.2002-10, was adopted by the City
Council of the City of Palm Springs, California, in a meeting thereof held on the 15thday of
January, 2003.
PATRICIA A. SANDERS
City Clerk