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Home My WebLink About10/4/2017 - STAFF REPORTS - 1.B.�TPAMsp0 h 0 f�7 N S /FORN�� Date: October 4, 2017 Citv Council Staff Report CONSENT CALENDAR Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E) AND AUTHORIZATION TO BID THE S. PALM CANYON DRIVE AND LA PLAZA SAFETY BOLLARD INSTALLATION, CITY PROJECT NO. 15-29 From: David H. Ready, City Manager Initiated by: Engineering Services Department SUMMARY The construction documents (Plans, Specifications and Estimate) are 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 project will allow staff to proceed with this public project, with an estimated construction cost of $255,000. RECOMMENDATION: Approve the plans, specifications and estimate, and authorize staff to advertise and solicit bids for the S. Palm Canyon Drive and La Plaza Safety Bollard Installation, City Project No. 15-29. STAFF ANALYSIS: On October 17, 2016, in accordance with their on -call agreement, the City Manager authorized Harris & Associates (Harris) to proceed with research and design services to develop construction drawings for permanent safety bollards on S. Palm Canyon Dr. at La Plaza, at a cost not to exceed of $15,920. On March 1, 2017, the City Council authorized a purchase order increase of $19,780 with Harris to expand their design services and prepare construction drawings for permanent safety bollards at four additional site locations in the Downtown Village Fest area. A total of $35,700 has been budgeted to Harris for their design services. Aerial images of the La Plaza site as well as the four additional site locations are shown in Figures 1 and 2 on the following pages. ITEM NO. 1- • 6- City Council Staff Report June 21, 2017 -- Page 2 Authorize Request For Bids CP15-29 S. Palm Canyon Drive at La Plaza Safety Bollards Project Location Figure 1 (? r City Council Staff Report October 4, 2017 -- Page 3 Authorize Request For Bids CP15-29 S. Palm Canyon Drive at La Plaza Safety Bollards Additional Site Locations Figure 2 Additional Site Locations Continued Figure 3 City Council Staff Report October 4, 2017 -- Page 4 Authorize Request For Bids CP15-29 S. Palm Canyon Drive at La Plaza Safety Bollards Research for Permanent Safety Bollards Various kinds and types of safety bollards exist today. Harris has researched and documented possible alternatives including operational methods, safety measures, durability, installation and costs. Three alternatives were presented to city staff with recommendations listing advantages and disadvantages of each alternative. After a thorough evaluation, staff is recommending a retractable steel bollard as the preferred safety bollard for implementation to secure Village Fest from errant vehicles. Design for Permanent Safety Bollards Harris has prepared construction drawings illustrating the preferred alternative safety bollard for La Plaza. The scope of work includes furnishing and installing 8-inch diameter stainless steel and powder coated retractable bollards including trench excavation, reinforced concrete footings, steel casing, miscellaneous gravel, plastic sheeting, geotextile, bedding sand, and removing and reinstalling existing interlocking pavers, as shown on the next page. The intention of this project is to replace the temporary plastic water -filled k-rails that have been deployed by City staff, to allow vehicles to exit the La Plaza parking lot onto S. Palm Canyon Dr. and return to into the La Plaza parking lot to exit onto Indian Canyon Dr. Throughout all of the Village Fest events, access has been maintained for vehicles traveling through the La Plaza parking lot; previously, staff used barricades and other measures to delineate the separation of vehicles and pedestrians on S. Palm Canyon Dr. However, staff recommends that permanent retractable security bollards be used to provide the physical separation between pedestrians and vehicles to protect public health and safety during Village Fest. 014 City Council Staff Report October 4, 2017 -- Page 5 Authorize Request For Bids S. Palm Canyon Drive at Le CP15-29 Plaza Safety Bollards Y I EKIST PARKING STALL I� I I II SECS CANOES IN S Pain Cmym Or r EAST R/IY EASTRAISED i/ PLANTER EXIST PARKWAY EXIST CF GRAN LA PLAZA (PRIVATE) On CS GF PAIN SPRINGS ISO S Pdm Cmym D, EAST RAISED - -EAST R/W PLANEXIST R EXIST P NAY EAST cr stDwLINE 5T cr' e s -- A 1 2� 3 0 A t 9 L J — _ — s — �— — rLCNNENr L J .� _—_ '�'--�='a===== =a EAST 12' ry - - - WATER 2�• — — — — — — — — — — �• 2s. R s \\ •—• —••—• �� 6 _ smrfr E. 65, - = — — — \ 7 �— FOOTING 1 R — 1RArrR. TrSIGNAL _ CONCRETE ILRrS - SEE INTERLOCKING -CONCRETE OEIIER17 S Tq S CONOE I / PAYERS -. DF a PAYERS NOTE 17 n 'R SEE NOTE 1T/ 1 bCF // `\ r ; G � Ir Pcc eANoJ `— lr PGc BAN p �ll_�UJ J EAST 12Cr dIST COST CF EAST CF WATER PARKERV OR" \\ EAST PARIWO SMALL II II IS - II i L1i Lj E ,❑ 'I EAST R/Z S. PALM CANYON DRIVE EAST R/W� City Council Staff Report October 4, 2017 -- Page 6 Authorize Request For Bids CP15-29 S. Palm Canyon Drive at La Plaza Safety Bollards With City Council approval, staff will advertise the project in the Desert Sun, submit the Notice Inviting Bids to plan rooms, and provide the bid documents available free of charge to prospective bidders. A copy of the contract documents are on file with the Public Works & Engineering Department. The following tentative schedule has been identified for the bid process: Notice Inviting Bids to be posted: October 12, 2017 Deadline for receipt of bids: 3:00 PM, November 28, 2017 Contract awarded by City Council: December 6, 2017 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 "Existing Facilities," Class 1 projects consist of minor alteration of existing public highways and streets, sidewalks, gutters, bicycle and pedestrian trials, and similar facilities for the purpose of public safety; therefore, the S. Palm Canyon Drive at La Plaza Safety Bollard Installations, City Project No. 15-29, is considered categorically exempt from CEQA, and a Notice of Exemption will be prepared and filed with the Riverside County Clerk. A copy of the Notice of Exemption is included as Attachment 1. FISCAL IMPACT: In the 2016/17 Fiscal Year budget, an amount of $100,000 was previously budgeted for the Project in the General Fund, Account 001-2118-45686 (Safety Equipment) for the Downtown Village Fest safety bollards. On May 18, 2017, the Measure J Commission recommended that the City Council appropriate an additional $300,000 budget from the Measure J Capital Fund (Fund 260) for the Downtown Village Fest safety bollards for the 2017/18 fiscal year budget; the City Council subsequently approved the 2017/18 fiscal year budget inclusive of this additional appropriation. The final construction estimate is $254,470; sufficient funds are budgeted and available for the Project, as identified in Table 1. 0r City Council Staff Report June 21, 2017 -- Page 7 Authorize Request For Bids CP15-29 S. Palm Canyon Drive at La Plaza Safety Bollards Table of Project Costs Amount FY16/17 General Fund (001) $100,000 FY17/18 Measure J Fund (260) $300,000 Design Services ($35,700) Project Administration (through 6/12/17) ($0) Project Administration (Estimated) ($5,000) Construction Inspection (Estimated) ($10,000) Construction Contract ($255,000) Construction Contingency ($25,500) Budget Remaining $68,800 Table 1 :u ■ D T�omaas Garcia, P.E. City Engineer David H. Ready, Esq., Phf.']S City Manager Attachments: 1. CEQA Notice of Exemption /14"� Marcus L. Fuller, MPA, P.E., P.L.S. Assistant City Manager r7 Attachment 1 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 ® Clark of the Board County of Riverside P.O. Box 751 Riverside, CA 92502-0751 Project Title: S. Palm Canvon Drive and La Plaza Safety Bollard Installation- Citv Project No. 15-Za Project Applicant: Citv of Palm Sorinas Project Location (Specific): The work is located at the intersection of S. Palm Canvon Drive and La Plaza Project Location (City): City of Palm Springs Project Location (County): Riverside Project Description: The scope of work Includes furnishing and installing 8-inch diameter stainless steel and powder coated retractable bollards including trench excavation, reinforced concrete footings, steel casing, miscellaneous gravel, plastic sheeting, geotextile, bedding sand, and removing and reinstalling existing interlocking pavers. 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 Facilities ❑ Statutory Exemptions. State code number: Reasons why project is exempt: Class 1 consists of operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographic features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities. Therefore, the S. Palm Canyon Drive and La Plaza Safety Bollard Installation, City Project No. 15-29, is considered categorically exempt from CEOA. Lead Agency Contact Person: Tom Garcia Area Codelfelephone/Extension: 17601322-8339 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: 511012017 Tide: City Enaineer 9 — ® 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 21152.1, Public Resources Code. 97