HomeMy WebLinkAbout11/1/2017 - STAFF REPORTS - 1.G. A. �QpLMsA�
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DATE: November 1, 2017 CONSENT CALENDAR
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID THE 2017 ADA CURB RAMPS AND
LIBRARY SIDEWALK, CITY PROJECT NO. 17-11
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
The construction documents (plans, specifications and estimate) have been completed,
and in accordance with Section 7.03.040 of the Procurement and Contracting Code the
City Council is required to approve and adopt plans, specifications and working details,
and authorize the bid request for all public projects in excess of $100,000. Approval of
this action will allow staff to proceed with bidding of this capital project, with an
estimated construction cost of$118,000.
RECOMMENDATION:
Approve the plans, specifications and estimate and authorize staff to advertise and
solicit bids for the 2017 ADA Curb Ramps and Library Sidewalk, City Project No. 17-11.
STAFF ANALYSIS:
In February 2017 the Department of Engineering Services submitted two applications for
Community Development Block Grant (CDBG) funds for Program Year 2017/2018. The
first application, "Citywide ADA Curb Ramps", requested $100,000 in ADA curb ramp
improvements. The second application requested $34,000 for "Sidewalk Improvements at
the Palm Springs Public Library."
Citywide ADA Curb Ramps
The Engineering Services Department field identified curb ramp locations that were
non-ADA compliant and that were in the low to moderate income area qualifying the
project for the CDBG funds. To increase funding eligibility, staff also matched the
project with other curb ramp locations funded by another source (Gas Tax). As a result
ITEM NO. '- • C1-
City Council Staff Report
November 1, 2017 -- Page 2
Authorization to Bid CP.17-11
of the City's efforts, the CDBG Citizen's Advisory Committee recommended award of
$88,983 for the Citywide ADA Curb Ramps improvements. However, staff is committed
to public safety and pedestrian accessibility, and will, therefore, maintain the original
number of curb ramps to be reconstructed supplementing any funding shortfalls with
Gas Tax funds. A Vicinity Map identifying the proposed CDBG funded curb ramps is
shown in Figure 1 .
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ADA CURB RAMPS — CDBG FUNDS :27 RAMPS)
FIGURE 1
The proposed ADA curb ramps work includes, but is not limited to, the reconstruction of
existing curb ramps, the upgrade of nonconforming curb ramps, and all other
appurtenant work, located on Ramon Road from Calle Encilia to Sunrise Way and on
Sunrise Way from Baristo Road to Alejo Road.
1
City Council Staff Report
November 1, 2017 -- Page 3
Authorization to Bid CP.17-11
Sidewalk Improvements at the Palm Springs Public Library
The second application proposed to construct a continuous sidewalk connecting the bus
drop off area on Baristo Road directly to the Palm Springs library entrance. Currently,
pedestrians including wheelchair users, walk or pass through the parking lot to access the
sidewalks in front of the library. The project will provide a continuous sidewalk from
Baristo road at the current bus stop location to the library entrance without having to go
through the parking lot and conflicting with vehicles pulling in and out of the parking stalls.
The City was awarded the full amount of $34,000 as requested in the application. A
location map identifying the sidewalk improvements at the library is shown in Figure 2.
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FIGURE 2
The Engineering Services Department has consolidated these two projects into one
construction project, the 2017 ADA Curb Ramps and Library Sidewalk, City Project 17-11
(the "Project") to effectively and efficiently deliver the two projects in the most cost effective
manner. The construction documents (plans, specifications and estimates) have been
completed and are recommended for City Council approval.
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City Council Staff Report
November 1, 2017-- Page 4
Authorization to Bid CP.17-11
With City Council's approval, staff will advertise the Project for bids in the Desert Sun,
submit the Notice Inviting Bids to plan rooms, and provide the bid documents available
free of charge to prospective bidders. Copies of the construction plans and contract
specifications for the Project are on file with the Engineering Services Department. The
following tentative schedule has been identified for the bid process:
Notice Inviting Bids issued and posted: November 4, 2017
Deadline for receipt of bids: 3:00 PM, December 7, 2017
Contract awarded by City Council: January 3, 2018
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes
of projects that do not have a significant effect on the environment, and are declared to
be categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301(c) "Existing highways and streets,
sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road
grading for the purpose of public safety)," Class 1 projects consist of the operation,
repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public
structures, facilities, mechanical equipment, or topographical features, involving
negligible or no expansion of use beyond that existing at the time of the lead agency's
determination. Therefore, in accordance with Section 15301(c), staff determined that
the 2017 ADA Curb Ramps and Library Sidewalk, City Project No. 17-11, is considered
categorically exempt from CEQA and a Notice of Exemption was prepared and will be
filed with the Riverside County Clerk. A copy of the Notice of Exemption is included as
Attachment 1.
FISCAL IMPACT:
The Engineering Services Department requested a total of $134,000 for the two
applications submitted for the CDBG program. The first application, "Citywide ADA Curb
Ramps", requested $100,000 for ADA curb ramp improvements. The second application
requested $34,000 for "Sidewalk Improvements at the Palm Springs Public Library". Due
to the selection committee's desire to spread funding amongst the many qualified
applicants and limited amount of CDBG funds, the City was awarded only $88,983 for
the first application.
On March 15, 2017, the City Council Approved $88,983 and $34,000 for both
applications contingent apportioned adjustments once the final FY 2017/2018 was to be
released by the Department of Housing and Urban Development (HUD). Due to the
6.49% decrease in the final federal funding allocation, the two projects were awarded
04
City Council Staff Report
November 1, 2017 -- Page 5
Authorization to Bid CP.17-11
the respective amounts of $83,039 for the "Citywide ADA Curb Ramp" project and
$31,724 for the "Sidewalk Improvements at the Palm Springs Public Library" for a total
of$114,763 in CDBG funding.
Continuing the City's commitment to public safety and accessibility for all pedestrian
users, staff seeked and identified another source of funding (Gas Tax) to meet budget
shortfall and fully fund the proposed projects. The estimated costs and budget of the
combined projects into one City Project, the 2017 ADA Curb Ramp and Library
Sidewalk, City Project No. 17-11, are summarized below in Table 1.
Table of Project Costs Amount
CDBG (Fund 137) $114,763
Gas Tax (Fund 133) $15,237
Project Administration (Estimated) ($5,000)
Construction Inspection (Estimated) ($7,000)
Construction Cost (Estimated) ($118,000)
Balance $p
TABLE 1
SUBMITTED:
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Thomas Garcia, P.E. Marcus L. Fuller, MPA, P.E., P.L.S.
City Engineer Assistant City Manager
David H. Ready, Esq.,
City Manager
Attachment:
1. Notice of Exemption
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ATTACHMENT 1
CF
NOTICE OF EXEMPTION
To: ❑ Office of Planning and Research From: City of Palm Springs
1400 Tenth Street, Room 121 3200 E.Tahquitz Canyon Way
Sacramento,CA 95814 Palm Springs,CA 92262
® Clerk of the Board
County of Riverside
P.O. Box 751
Riverside,CA 92502-0751
Project Title: 2017 ADA Curb Ramos and Libra!►Sidewalk,City_Proiect No. 17-11
Project Applicant: City of Palm Springs
Project Location(Specific):Curb ramps on Ra an Road ang Sunrise Way,and sidewalk at Palm Springs Library,
Project Location(City): City of Palm Springs Project Location(County): Riverside
Project Description:Curb ramp improvements on Ramon Road and Sunrise Way that include reconstruction and/or upgrade of
existing curb ramps to meet current ADA standards,and existing sidewalk's gap construction at the Palm Springs Library.
Name of Public Agency Approving Project: City of Palm Springs
Name of Person or Agency Carrying Our Project:City of Palm Springs,Engineering Services Department
3200 E.Tahquitz Canyon Way, Palm Springs, CA 92262
Exempt Status:(check one)
❑ Ministerial(Sec.21080(b)(1); 15268);
❑ Declared Emergency(Sec.21080(b)(3); 15269(a));
❑ Emergency Project(Sec.21080(b)(4); 15269(b)(c));
® Categorical Exemption. State type and section number: 15301 Class 1(c)—Existing highways and streets,
sidewalks,gutters,bicycle and pedestrian trails,and similar facilities(this includes road grading for the purpose of
public safety).
❑ Statutory Exemptions. State code number:
Reasons why project is exempt: Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor
altemation of existing public or private structures,facilities, mechanical equipment, or topographical features,involving negligible
or no expansion of use beyond that existing at the time of the lead agency's determination. The type of"existing highways and
streets" to be considered exempt is determined by whether the project involves negligible or no expansion of an existing use,
and includes existing highways and streets,sidewalks,gutters,bicycle and pedestrian trails,and similar facilities. Therefore,the
2017 ADA Curb Ramps and Library Sidewalk project, City Project No. 17-11, is considered categorically exempt from CEQA.
Lead Agency Contact Person: Thomas Ggrcia.Eg Area Code/Telephone/Extension: (760)323-8253 x 8339
If filed by applicant:
1.Attach certified document of exemption finding.
2.Has a Notice of Exemption been filed by the public agency approving the project?❑Yes ❑ No
Signature: Date: (0 o Title: Director of Engineering Services.
City Engineer
®Signed by Lead Agency❑Signed by Applicant
Authority cited: Sections 21083 and 21110,Public Resources Code Date received for filing at OPR:
Reference: Sections 21108,21152,and 21162.1, Public Resources Code.