HomeMy WebLinkAbout6/7/2017 - STAFF REPORTS - 1.P. pALM So
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FOIL City Council Staff Report
DATE: June 7, 2017 CONSENT CALENDAR
SUBJECT: APPROVE AMENDMENTS TO COACHELLA VALLEY ASSOCIATION
OF GOVERNMENTS (CVAG) REIMBURSEMENT AGREEMENTS FOR
INCREASED FUNDING COMMITMENTS AND ESTABLISH TIME
TRIGGERS ASSOCIATED WITH VARIOUS PHASES OF CITY
PROJECTS
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
Approval of Amendments associated with Reimbursement Agreements between the
City of Palm Springs and Coachella Valley Association of Governments (CVAG), allows
for an increase in funding to the Preliminary Engineering (PE) phase, includes funding
commitments for the remaining phases (Right of Way and Construction) and establishes
associated time triggers necessary to facilitate completion of associated city projects.
RECOMMENDATION:
1) Approve Amendment No. 1 to Agreement No. 6530 , a Reimbursement
Agreement with the Coachella Valley Association of Governments, increasing
funding to the Preliminary Engineering (PE) phase, includes funding commitments
for the remaining phases (Right of Way and Construction) and establish associated
time triggers for the South Palm Canyon Drive Bridge Replacement over Tahquitz
Creek, City Project No. 12-02, federal-aid Project No. BRLS 5282(042);
2) Approve Amendment No. 1 to Agreement No. 6531 , a Reimbursement
Agreement with the Coachella Valley Association of Governments, increasing
funding to the Preliminary Engineering (PE) phase, includes funding commitments
for the remaining phases (Right of Way and Construction) and establish associated
time triggers for the East Palm Canyon Drive Bridge Rehabilitation over Palm
Canyon Wash, City Project No. 12-04, federal-aid Project No. BRLS 5282(041);
3) Authorize the City Manager to execute all necessary documents.
ITEM NO. a- 'P-
City Council Staff Report
June 7, 2017 - Page 2
Approve Amendments to CVAG Reimbursement Agreements, CP 12-02 and CP 12-04
STAFF ANALYSIS:
The Engineering Services Department has pursued and obtained federal funding from
the state of California Department of Transportation ("Caltrans") through its Highway
Bridge Program (HBP) to design and construct bridges within the City of Palm Springs
that are also included in the adopted CVAG Transportation Project Prioritization Study
("TPPS"). As a result that success, Caltrans committed to funding 88.53% of the entire
eligible project cost, leaving the local match and project costs not funded by the HBP
program to be split between CVAG and the City of Palm Springs at a 75%/25% ratio.
Caltrans typically programs the entire project costs for all phases, committing funds for
the entire project into the HBP program. Likewise, the City is requesting that CVAG do
the same for its local share match with two amendments to the reimbursement
agreements to coincide with Caltrans' HBP program as identified below:
On March 17, 2017 staff sent a letter to CVAG requesting Amendment No. 1 to
Reimbursement Agreement A6530 with the City, to increase costs for the PE phase, to
include funding commitments for the remaining phases (Right of Way and Construction)
and to establish associated time triggers for the South Palm Canyon Bridge
Replacement Project over Tahquitz Creek. On April 24, 2017 the CVAG Executive
Committee approved Amendment No. 1 to the CVAG Reimbursement Agreement for
the project as summarized in the Table 1 from CVAG's staff report and included as
Attachment 1.
South Palm Canyon Bridge Replacement over Tahquitz Creek
City Project No. 12-02, federal-aid Project No. BRLS 5282(042)
Funding/Schedule Summary (Amendment No. 1 to Agreement No. 6530)
Year Phase HBP Funding Local Funding Totals
2013/2014 Prelim. En in. PE $ 1,117.248 $ 144,752 $ 1,262,000
2019/2020 Right of Way RW $ 743,652 $ 96,348 $ 840,000
2021/2022 Construction CON $ 6,257,300 $ 810,700 $ 7,068,000
Totals $ 8,118,200 $1,051,800 $ 9,170,000
Table 1
CVAG Share: 75% of$1,061,800 = $788,850
The increased project funding request from the City was approved by Caltrans for the
following reasons.
a. Enhance traffic control for the project by providing for temporary and
permanent traffic signal improvements to reduce anticipated congestion
during construction;
b. Provide additional funding for architectural treatment as recommended by
the Palm Springs Public Arts Commission;
02
City Council Staff Report
June 7, 2017 - Page 3
Approve Amendments to CVAG Reimbursement Agreements, CP 12-02 and CP 12-04
c. Provide increased construction costs to widen the bridge to accommodate
wider shoulders and lane widths for bicycles; and
d. Provide for additional funds to lengthen the bridge to achieve channel
width dimensions as required by the Riverside County Flood Control.
On March 17, 2017 staff sent a letter to CVAG requesting Amendment No. 1 to
Reimbursement Agreement A6531 with the City, to increase costs for the PE phase, to
include funding commitments for the remaining phases (Right of Way and Construction)
and to establish associated time triggers for the East Palm Canyon Bridge Widening
over Palm Canyon Wash. On April 24, 2017 the CVAG Executive Committee approved
Amendment No. 1 to the CVAG Reimbursement Agreement for the project as
summarized in the Table 2 from CVAG's staff report and included as Attachment 2. It
was requested by the City that CVAG fund costs not funded by the HBP program.
East Palm Canyon Bridge Widening over Palm Canyon Wash
City Project No. 12-04, federal-aid Project No. BRLS 5282 (041)
Funding/Schedule Summary (Amendment No. 1 to Agreement No. A6531)
Year Phase HBP Funds Local Match Non-HBP Total
2013/14 Prelim E PE $1,149,119 $148,881 $45,000 $1,343,000
2019/20 Right-of-Way $442,650 $57,350 $95,000 $595,000
2021122 Construction $6,431,350 $833,250 $300,000 $7,564,600
Total $8,023,119 $1,039,481 $440,000 $9,502,600
Table 2
CVAG Share: 75% of ($1,039,481 + $440,000) = $1,109,611
As the project developed, the Engineering Services Department expanded the Project
scope to include retrofitting the existing pedestrian/bicycle bridge, continue sidewalks
easterly on the south side of the bridge, and improve an existing undeveloped Sunline
bus stop that currently pulls onto a soft graveled shoulder, all of which are elements of
CVAG's Active Transportation Plan (ATP). These improvements were not funded by
the HBP program but are eligible for CVAG's regional funding.
FISCAL IMPACT:
The federal Highway Bridge Program (HBP) grant pays 88.53% of all eligible costs,
leaving the 11.47% match and all other non-HBP funded costs to be funded locally. In
accordance with CVAG policy, 75% of those costs not funded by HBP are to be funded
with Regional Measure A funds. The City will fund the remaining 25% with local
Measure A funds.
03
City Council Staff Report
June 7, 2017 - Page 4
Approve Amendments to CVAG Reimbursement Agreements, CP 12-02 and CP 12-04
SUBMITTED
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready,
Assistant City Manager City Manager
;n
Thomas Ga cia, P.E.
City Engineer
Attachment:
1. CVAG Staff Report — South Palm Canyon Bridge
2. CVAG Staff Report — East Palm Canyon Bridge
3. Amendments
04
Attachment 1
015
IT.ELIR. E
Coachella Valley Association of Governments
Executive Committee I
R
April 24,201vi
Staff Report
Subject: Consider Amendment No. 1 to the Reimbursement Agreement with the City
of Palm Springs to provide regional funding through all phases of the South
Palm Canyon Drive Bridge Replacement Project Over Tahquitz Creek
Contact: Eric Cowie, Transportation Program Manager (ecowle(o cvag.oro)
Recommendation: Approve Amendment No. 1 to the Reimbursement Agreement with the
City of Palm Springs providing a not-to-exceed total amount of $788,850 as 75% of local
eligible costs to fund all phases of the South Palm Canyon Drive Bridge Replacement
Project Over Tahquitz Creek.
Transportation Committee: CONCURS (Meeting of April 31)
Technical Advisory Committee): CONCURS (Meeting of April 10t')
Background: In January of 2014, The Executive Committee approved a Reimbursement
Agreement in the amount of $76,476 with the City of Palm Springs to provide 75% of the local
share of costs for environmental approval and final design (Preliminary Engineering)for the South
Palm Canyon Drive Bridge Replacement Project over Tahquitz Creek.
The City of Palm Springs had successfully obtained Federal Highway Bridge Program (HBP)
funding to cover 88.53% of the costs for the environmental and design phases of the project.
CVAG's 75% portion of the local share was capped at $76,476.
As the Project developed, the scope expanded to include additional elements necessary to meet
current design standards. The additional scope and costs were approved by Caltrans. The CVAG
regional share of the match necessary to complete the Preliminary Engineering phase will
increase from $76,476 to $108,564, an increase of$32,088.
Having now obtained Federal HBP funding to cover 88.53% of the costs for Right-of-Way and
Construction, the City of Palm Springs is now requesting that CVAG provide regional funds for
75% of the local match for the Right-of-Way and Construction phases of the Project. The total
CVAG share of this Project would increase to $788,850, including the previously obligated
$76,476 as indicated in the table below:
Funding Schedule Summary
Year Phase HBP Funds Local Match Total
2013/14 Prelim En PE $1,117,248 $144,752 $1,262,000
2019/20 Right-of-Way $743,652 $96,348 $840,000
2021/22 Construction $6,257,300 $810,700 $7,068,000
Total $8,118,200 $1,051,800 $9,170,000
CVAG: 75% of$1,051,800 = $788,850
0��
Fiscal Impact: Regional Transportation Funds are available to cover CVAG's share of$788,850
within the identified schedule.
Contract Finalization: Minor changes/revisions may be made for clarification purposes by
CVAG's Executive Director and Legal Counsel prior to execution.
Attachments:
City of Palm Springs Request Letter
07
AMENDMENT NUMBER ONE
TO THE REIMBURSEMENT AGREEMENT
BY AND BETWEEN THE CITY OF PALM SPRINGS AND CVAG
SOUTH PALM CANYON DRIVE BRIDGE REPLACEMENT PROJECT
OVER TAHQUITZ CREEK
THIS AMENDMENT NUMBER ONE, effective this 241 day of April, 2017, by and between
the City of Palm Springs (lead Agency) and the Coachella Valley Association of
Governments, a California joint powers agency, (CVAG), and is made with reference to the
following background and circumstances:
In January, 2014, the Executive Committee agreed to provide funding assistance to complete
environmental approval and final design (Preliminary Engineering)for the South Palm Canyon
Drive Bridge Replacement Project over Tahquitz Creek. At the time, the staff report identified
the opportunity to take advantage of highly leveraged federal Highway Bridge Development
(HBP) funding. The HBP grant provided 88.53% of the project costs for the Preliminary
Engineering Phase.
The City of Palm Springs is now requesting a commitment from CVAG to provide funding for
additional phases of the Vista Chino Drive Bridge Project, including construction.
This Amendment Number One shall:
1) Establish that the Highway Bridge Program proceeds acquired by the City of Palm
Springs will fund the Major Portion of Costs for the South Palm Canyon Drive Bridge
Project, and;
2) Provide CVAG Regional Funds for 76% of the Unfunded Local Portion of Qualified
Project Costs, as described, and Not-to-Exceed $788,860, and;
3) Provide that any"Additional Qualified Funds"which the City of Palm Springs should
acquire for this Project be First Applied "Off the Top" to reduce remaining Total
Project Costs, and;
4) Extending the "Time Triggers" for Right-of-Way and Construction to coincide with
the revised schedule, as described, and;
6) Provide that CVAG does not agree to advance the Proposed Schedule for the
Construction Phase of the Project, and may delay funds for the proposed
construction Phase of the Project should CVAG's Cash Flow require such an action
at that time, and;
6) Authorize the Executive Director, in consultation with CVAG General Counsel, to
resolve any Minor Inconsistencies in approving this Amendment Number One.
All other provisions in the existing Reimbursement Agreement for the South Palm Canyon
Drive Bridge Replacement Project shall remain in full force and effect.
(Funding Schedule Summary on following page)
08
Revised Funding Schedule Summary
Year Phase HBP Funding Local Funding Totals
2013/2014 Prelim. En in. PE $ 1,117,248 $ 144,752 $ 1,262,000
2019/2020 Right of Way RW $ 743,652 $ 96,348 $ 840,000
2021/2022 Construction CON $ 6,257,300 $ 810,700 $ 7,068,000
Totals $ 8,118,200 $1,051,800 $ 9,170,000
CVAG Share: 75% of$1,051,800 = Total Not-to-Exceed $788,850
Time Trigger for Completion of Right-of-Way June 31, 2020
Time Trigger for Beginning Construction June 31, 2022
(Signatures on following page)
os
COACHELLA VALLEY ASSOCIATION of GOVERNMENTS
The parties hereto have caused this Amendment Number Two to be executed by their duly
authorized representatives on the above-referenced date.
ATTEST: AGENCY:
CITY OF PALM SPRINGS
By: By:
City Manager Mayor
CVAG
By: By:
Tom Kirk Dana Reed
Executive Director CVAG Chair
10
City of Palm Springs
a Engineering Services Department
3200 East TahQuitz Canyon Way• Palm Springs,California 92262
Tel:(7601323-8253• Fax:(760)322-8360-Web:www.palmspringsca.gov
C�t1FORN�P
March 17, 2017
Martin Magana
Director of Transportation
Coachella Valley Association of Governments (CVAG)
73-710 Fred Waring Drive, Suite 200
Palm Desert, CA 92260
Re: Request for Amendment No. 1 to the Reimbursement Agreement (A6530)
with CVAG to Increase the Regional Funding Share for the Preliminary
Engineering Phase and to Establish Funding Commitments with
Associated Time Triggers for the remaining phases of the South Palm
Canyon Drive Bridge Replacement, City Project No. 12-02, Federal Project
No. BRLS 5282 (042) ("the Project")
Dear Mr. Magana:
The City of Palm Springs (City) requests an Amendment to the current AGENCY
REIMBURSEMENT AGREEMENT BY AND BETWEEN CVAG AND THE CITY OF
PALM SPRINGS, Agreement No. A6530, to increase the regional funding share for the
Preliminary Engineering (PE) phase and to include funding commitments with
associated time triggers for the remaining phases of the Project. The City's current
agreement includes a funding commitment from CVAG only for the PE phase. Since
execution of the agreement, the City has programmed additional funds through the
Highway Bridge Program (HBP), a federal program administered by the California
Department of Transportation (Caltrans). The HBP will fund 88.53% of the project
costs, whereas, the City is responsible for the remaining 11.47% local match. Because
the Project is located on a CVAG regional arterial and is listed on the Transportation
Project Prioritization Study (TPPS), it is eligible for regional funding from CVAG.
Therefore, the City is requesting that CVAG fund 75% of the local match coinciding with
the HBP funding commitments as shown on the following Funding Schedule Summary.
Funding Schedule Summart
Year Phase I HBP Funds Local Match Total
2013/2014 Prelim. Engineering PE $1.117,248 $144,752 $1 252,000 1
2019/2020 Right of Way RNV $743 652 $96,348 $840,000 i
2021/2022 Construction CON $6,257,300 $810,700 $7,068,000
Total 1 $8.118 200 $1,051 800 $9,170,000
11
MR. MARTIN MAGANA
March 17, 2017
Page 2
The City of Palm Springs applied for Highway Bridge Program (HBP) funds to replace
the South Palm Canyon Bridge over the Tahquitz Creek Channel. In 2012, $889,000
was programmed for the PE phase of the project. The PE phase, as defined by
Caltrans, includes the environmental approval and final design phases. They are also
known as the Project Approval and Environmental Document (PA&ED) phase and the
Plans, Specifications and Estimates (PS&E) phase, respectively.
The reimbursement agreement between CVAG and the City was for the regional share
of the local match for the PE phase. At the time, the cost of the PE phase was
$889,000. The HBP Program funded $787,032 (88.53%) and the City was responsible
for the remaining $101,968 (11,47%) local match. Per the agreement, CVAG's regional
share of the Project cost was 75% of the local match or $76,476.
As the project developed, the scope expanded adding enhanced architectural
treatments, traffic signal upgrades, and other roadway improvements that were not
initially identified, but were necessary to meet current design standards. The additional
scope and increased costs were approved by Caltrans and is reflected in the Funding
Schedule Summary table used to calculate the increased reimbursement ratio for the
various phases.
The PE phase was increased to an estimated cost of$1,262,000 with the local match of
$144,752 (11.47%). CVAG's regional share of the local match would be $108,564
(75%).
The RAN phase is estimated at$840,000 of which $96,348 (11.47%) is the required City
local match. CVAG's regional share of the local match would be $72,261 (75%).
The CON phase of the Project is estimated at $7,068,000 of which $810,700 is the
required City local match. CVAG's share of the local match would be $608,025 (75%).
The City is requesting from CVAG, as part of Amendment No. 1, a funding commitment
of 75% of the local match for all phases of the Project in the amount of $788,860 under
its policy of funding eligible projects to member jurisdictions.
If you have any questions or need additional information please contact me at (760)
323-8253 ext. 8744 or .a e-mail at Savat.Khamohouaoalmsorinasca.00v.
Sincerel ,
avat mp ou, A.E.
Senior Civil Engineer
Attachments:
1. HBP Backup list
2. Improvement Plan
I cam.
2014/15-2019120 Highway Bridge Program
See the appropriate FTIP/FSTIP for current funding commitments. This listing provides the backup project information to support the lump sum amounts
programmed in the FTIP.
District: 08 County: Riverside
Responsible Agency HBP-ID Project Description
Palm Springs 3974 BRIDGE NO.56C0408.S PALM CANYON DR.OVER TAHQUITZ CREEK CHANNEL,0.4 MI.S10 RAMON ROAD. Replace 4lane bridge with
new 4 lane bridge.
Phase Summary: Prior 14115 15116 1&17 17118 1619 19120 Beyond Total Project#:
PE 8891000 1 373,000 1,262.00(1 5282 042
RAN 80,00DI I B40,000
CON 1 7.068,0001 7,068,000
Total 889,000 1 373,0001 1 1 940,OODI 7,066,000 9,170.W0
Fund Source Summary: Prior 141`15 15116 16117 17/18 IM19 1W20 Beyond Total
red 787,032 330,217 743,652 6,257,300 8,118.201
Local Match 101.968 42,783 K348 810,700 1,051.799
Bond LSSRP
Local AC
Total 889.000 373.000 840,000 7.068,000 9,170,000
PE Summary: Prim 14115 15116 16117 17118 18119 19120 Beyond Total
Fed S 787.032 330,217 1.117,249
Local Match 101,968 42,783 144.751
LSSRP Bond
Local AC
Total 889.000 373.000 1,262,000
RAN Summary: Prior 14115 15116 16117 17118 18119 19120 Beyond Total
Fed S 743.652 741652
Local Match 98,348 96,348
LSSRP Bond
Local AC
Total 840,000 840.000
CON Summary: Prior 14115 15116 16117 17118 - 18119 1W20 Beyond Total
Fed S 6,257,300 6.257,300
Local Match 810,700 810,700
LSSRP Bond
Local AC
Total 7.068.000 7.068.000
W
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Attachment 2
tg
ITEM 7D �l
Coaclhella Valley Association of Cw*ernments
Executive Committee : r
Apri[24,2017
Staff Report
Subject: Consider Amendment No. 1 to the Reimbursement Agreement with the City of
Palm Springs to provide regional funding through all phases of the East Palm
Canyon Drive Bridge Rehabilitation Project Over Palm Canyon Wash
Contact: Eric Cowie, Transportation Program Manager(ecowle(dcvag.org)
Recommendation: Approve Amendment No. 1 to the Reimbursement Agreement with the City
of Palm Springs providing a not-to-exceed total of$1,109,611 as 75% of local eligible costs to
fund all phases through Construction for the East Palm Canyon Drive Bridge Rehabilitation
Project Over Palm Canyon Wash.
Transportation Committee: CONCURS (Meeting of April 3rd)
Technical Advisory Committee (TACT: CONCURS (Meeting of April 10t')
Background: In January of 2014, The Executive Committee approved a Reimbursement Agreement
with the City of Palm Springs to provide 75% of the local share of costs for environmental approval and
final design (Preliminary Engineering) for the East Palm Canyon Drive Bridge Rehabilitation Project
Over the Palm Canyon Wash.
The City of Palm Springs had successfully obtained Federal Highway Bridge Program (HBP)funding to
cover 88.53% of the costs for the environmental and design phases of the project. CVAG's 75% portion
of the local share was capped at $76,563.
The Preliminary Engineering phase was increased to an estimated cost of$1,298,000, with a 11.47%
local match of$148,881. The CVAG regional share of the match necessary to complete the Preliminary
Engineering phase will increase from $76,563 to $111,661, an increase of$35,098.
Having now obtained Federal HBP funding to cover 88.53% of the costs for Right-of-Way and
Construction, the City of Palm Springs is now requesting that CVAG provide regional funds for 75% of
the local match for those phases of the Project. HBP Non-participating costs total $440,000. The City
requests that CVAG provide 75% of these costs as well. The total CVAG share of this Project would
increase to $1,109,611, including the previously obligated $76,563 as indicated in the table below:
Funding Schedule Sum mar
Year Phase HBP Funds I Local Match I Non-HBP Total
2013/14 Prelim En PE $1,149,119 $148,881 $45,000 $1,343,000
2019/20 Right-of-Way $442,650 $57,350 $95,000 $595,000
2021/22 Construction $6,431,350 $833,250 $300,000 $7,564,600
Total $8,023,119 $1,039,481 $440,000 $9,502,600
17
CVAG: 75% of($1,039,481 + $440,000) = $1,109,611
Fiscal Impact: Regional Transportation Funds are available to cover CVAG's share of $1,109,611
within the identified schedule.
Contract Finalization: Minor changes/revisions may be made for clarification purposes by CVAG's
Executive Director and Legal Counsel prior to execution.
Attachments:
City of Palm Springs Request Letter
19
AMENDMENT NUMBER ONE
TO THE REIMBURSEMENT AGREEMENT
BY AND BETWEEN THE CITY OF PALM SPRINGS AND CVAG
EAST PALM CANYON DRIVE BRIDGE REHABILITATION PROJECT
OVER PALM CANYON WASH
THIS AMENDMENT NUMBER ONE, effective this 241 day of April, 2017, by and between
the City of Palm Springs (lead Agency) and the Coachella Valley Association of
Governments, a California joint powers agency, (CVAG), and is made with reference to the
following background and circumstances:
In January, 2014, the Executive Committee agreed to provide funding assistance to complete
environmental approval and final design (Preliminary Engineering) for the East Palm Canyon
Drive Bridge Rehabilitation Project over Palm Canyon Wash. At the time, the staff report
identified the opportunity to take advantage of highly leveraged federal Highway Bridge
Development (HBP) funding. The HBP grant provided 88.53% of the project costs for the
Preliminary Engineering Phase.
The City of Palm Springs is now requesting a commitment from CVAG to provide funding for
additional phases of the East Palm Canyon Drive Bridge Rehabilitation Project, including
construction.
This Amendment Number One shall:
1) Establish that the Highway Bridge Program proceeds acquired by the City of Palm
Springs will fund the Major Portion of Costs for the East Palm Canyon Drive Bridge
Project, and;
2) Provide CVAG Regional Funds for 76% of the Unfunded Local Portion of Qualified
Project Costs, as well as 75% of Project costs not eligible for HBP funding, as
described, and Not-to-Exceed $1,109,611, and;
3) Provide that any"Additional Qualified Funds"which the City of Palm Springs should
acquire for this Project be First Applied "Off the Top" to reduce remaining Total
Project Costs, and;
4) Extending the "Time Triggers" for Right-of-Way and Construction to coincide with
the revised schedule, as described, and;
5) Provide that CVAG does not agree to advance the Proposed Schedule for the
Construction Phase of the Project, and may delay funds for the proposed
construction Phase of the Project should CVAG's Cash Flow require such an action
at that time, and;
6) Authorize the Executive Director, in consultation with CVAG General Counsel, to
resolve any Minor Inconsistencies in approving this Amendment Number One.
19
All other provisions in the existing Reimbursement Agreement for the East Palm Canyon Drive
Bridge Project shall remain in full force and effect.
Revised Funding Schedule Summary
Year Phase HBP Local Non-HBP Totals
Funding Funding
2013/2014 Prelim. En in. (PE) $ 1,149,119 $ 148,881 $ 45,000 $ 1,343,000
2019/2020 Right of Way RW $ 442,650 $ 57,350 $ 95,000 $ 595,000
2021/2022 Construction CON $ 6,431,350 $ 833,250 $300,000 $ 7,564,600
Totals $ 8,023,119 $1,039,481 $440,000 $ 9,502,600
CVAG Share: 75% of($1,039,481 + $440,000) = Total Not-to-Exceed $1,109,611
Time Trigger for Completion of Right-of-Way June 31, 2020
Time Trigger for Beginning Construction June 31, 2022
(Signatures on following page)
20
COACHELLA VALLEY ASSOCIATION of GOVERNMENTS
The parties hereto have caused this Amendment Number Two to be executed by their duly
authorized representatives on the above-referenced date.
ATTEST: AGENCY:
CITY OF PALM SPRINGS
By: By:
City Manager Mayor
CVAG
By: By:
Tom Kirk Dana Reed
Executive Director CVAG Chair
21
-�PALM SA
City of Palm Springs
a" Engineering Services Department
3200 East Tahquitz Canyon Way•Palm Springs,California 92262
Tel:(760)323-8253• Fax:(760)322.8360•Web:www.palmspringsca.gov
Cq4/FORN�P
March 21, 2017
Martin Magana
Director of Transportation
Coachella Valley Association of Governments (CVAG)
73-710 Fred Waring Drive, Suite 200
Palm Desert, CA 92260
Re: Request for Amendment No. 1 to the Reimbursement Agreement (A6631)
with CVAG to Increase the Regional Funding Share for the Preliminary
Engineering Phase and to Establish Funding Commitments with
Associated Time Triggers for the remaining phases of the East Palm
Canyon Drive Bridge Widening, City Project No. 12-04, Federal Project No.
BRLS 6282 (041) ("the Project")
Dear Mr. Magana:
The City of Palm Springs (City) requests an Amendment to the current AGENCY
REIMBURSEMENT AGREEMENT BY AND BETWEEN CVAG AND THE CITY OF
PALM SPRINGS, Agreement No. A6531, to increase the regional funding share for the
Preliminary Engineering (PE) phase and to include funding commitments with
associated time triggers for the remaining phases of the Project. The City's current
agreement includes a funding commitment from CVAG only for the PE phase. Since
execution of the agreement, the City has programmed additional funds through the
Highway Bridge Program (HBP), a federal program administered by the California
Department of Transportation (Caltrans). The HBP will fund 88.53% of the project
costs, whereas, the City is responsible for the remaining 11.47% local match. Because
the Project is located on a CVAG regional arterial and is listed in the Transportation
Project Prioritization Study (TPPS), it is eligible for regional funding from CVAG.
Therefore, the City is requesting that CVAG fund 75% of the local match coinciding with
the HBP funding commitments as shown on the attached HBP Backup List.
Ancillary infrastructure necessary to complete the project include retrofitting the existing
pedestrian/bicycle bridge, continuing sidewalks easterly on the south side of the bridge,
and improving an existing Sunline undeveloped bus stop that currently pulls onto a soft
graveled shoulder. These transitional infrastructure components are beyond the HBP
eligible funding limits and not eligible for HBP funding. Therefore, the City is requesting
75% CVAG regional funding for these additional Non-HBP Project costs provided on the
attached Dokken Cost Estimate.
22
MR. MARTIN MAGANA
March 21, 2017
Page 2
HBP costs, the local match, and Non-HBP costs in the respective Project phases are
shown in the Funding Schedule Summary below:
Funding Schedule Summary
Year Phase HBP Funds Local Match Non-HBP Total
2013/2014 Prelim. Enaineering (PE) $1,149,119 $148,881 $45,000 $1 343,000
2019/2020 Right of Way RNV $442,650 $57,350 $95,000 $595 000
2021/2022 Construction CON $6,431,350 $833,250 $300,000 $7,564,600
Total $B 023 119 $1,039,481 $440,000 $9,502,650
The City of Palm Springs applied for Highway Bridge Program (HBP) funds to
rehabilitate East Palm Canyon Bridge over the Palm Canyon Wash. In 2013, $890,000
was programmed for the PE phase of the project. The PE phase, as defined by
Caltrans, includes the environmental approval and final design phases. The project
phases are also known as the Project Approval and Environmental Document (PA&ED)
phase and the Plans, Specifications and Estimates (PS&E) phase, respectively.
The agreement between CVAG and the City of Palm Springs included a reimbursement
agreement for the regional share of the local match of the Preliminary Engineering
phase. At the time, the cost of the PE phase was $890,000. The HBP Program funded
$787,917 (88.53%) and the City was responsible for the remaining $102,083 (11.47%)
local match. Per the agreement, CVAG's regional share of the Project cost was 75% of
the local match or $76,562. Overall costs for the project have been updated and
approved by Caltrans per the HBP List attached. The Local Match and the Nan-HBP
portions of the project are reflected in the Funding Schedule Summary table upon which
CVAG's re-imbursible portion is calculated.
The Preliminary Engineering phase was increased to an estimated cost of $1,298,000
with the local match of $148,881 (11.47%). CVAG's regional share of the local match
has been increased to $111,661 (75%).
The Right of Way phase is estimated at $500,000 of which $57,350 (11.47%) is the
local match. CVAG's regional share of the local match would be $43,012 (75%).
The Construction phase of the Project is estimated at $7,264,600 of which $833,250 is
the local match. CVAG's share of the local match would be $624,937 (75%).
As part of Amendment No. 1, the City is requesting a funding commitment for all phases
of the Project that is eligible for HBP funding in the amount of $779,611, and for Non-
HBP eligible funding in the amount of $330,000, for a total amount of $1,109,611 which
represents 75% of CVAG's regional share.
L.�
MR. MARTIN MAGANA
March 21, 2017
Page 3
If you have any questions or need additional information please contact me at (760)
323-8253 ext. 8744 or via e-mail at Savat.Khamphou(a palmsorinosca.gov.
Sincerely,
/
Savat Khamphou, P.E.
Senior Civil Engineer
Attachments:
1. HBP Backup List
2. Dokken Cost Estimate
3. Eligibility Map
24
2014116-2019/20 Highway Bridge Program
See the appropriate FTIP/FSTIP for current funding commitments. This listing provides the backup project information to support the lump sum amounts
programmed in the FTIP.
District: 08 County: Riverside
Responsible Agency HBP4D Project Description
Pape Springs 3979 BRIDGE NO.56C0409,E PALM CANYON DROVER PALM CANYON WASH.0.5 MI.E/O FARREL DRIVE. Bridge rehabildalion project.
Widen eslsli g 4 lane bridge to add shoulders and sidewalk(no added capacity).
Phase Summary: Pdor 14115 16/16 1 16117 1 17118 1 ta/19 I 19t20 I Beyond Total Project#:
PE 890400 1 405,0001 1 1 1 1 1,296,000 5282041
RM 500,0001 1 500,000
CON I 7,264,600 1 7264,600
Total 890.000 1 408,0001 1 500,0001 7,264,6001 9,062,600
Fund Source Summary: Nor IW115 15116 16117 17118 18119 19120 Beyond Total
Fed$ 787.917 361,202 442,650 6.431.350 8,023,120
Local Match 102.083 46.798 57,350 833.250 1.039,480
LSSRP Bond
Local AC
Total $90,000 408,000 500,000 7,264,600 9,962,600
PE Summary: Pdor 14115 15116 16117 17/18 18119 19/20 Beyond Total
Fed$ 787,917 361,202 1.149,119
Local Match 102,093 46,7W 148,881
LSSRP Bond
Local AC
Total 890.000 408.000 1,298,000
RlW Summary: Prior 14115 15115 16117 17116 18119 19r20 Beyond Total
Fed$ 442.650 442,650
Local Match 57.350 57,350
LSSRP Bond
Local AC
Total 500,000 500,000
CON Summary: Pdor 14115 15116 16117 17118 18119 19120 Beyond Total
Fed$ 6,431,350 6,431,350
Local Match 833.250 833.250
LSSRP Bond
Local AC
Total 7,264,690 7.264,600
fV
[Jt Caltrans, Division of Local Assistance 10/26/2016. 10:10 AM Det2 FL4 SmlTxt brf Page 11
RMDOKKEN
ENGINEERING
MEMORANDUM
Company: City of Palm Springs
Attention: Savat Khamphou
From: Matthew W. Salveson, PE, PhD
Subject: East Palm Can on Drive Project—Estimated Project Costs
Date: March 16, 2017
BACKGROUND
The East Palm Canyon Drive bridge rehabilitation project is currently progressing through the final
stages of the environmental documentation process under both CEQA and NEPA. Final design has also
commenced. The project will include components that are federally participating under the Highway
Bridge Program(HBP) and components that are not eligible for federal dollars.
This memorandum summarizes the overall project costs based on our current estimate of construction
costs, right of way impacts, environmental mitigation and I or avoidance costs, and engineering costs.
Costs are
COST ESTIMATES
Federally Participating Costs
Project Element Estimated Cost
Right of Way —TCE's and potential utility relocations $200,000
Right of Way—Environmental Mitigations $300,000
Construction — Bridge and Roadway Improvements (Includes 25% $7,264,600
Contingencies)
Preliminary Engineering—Consultant& Local ALency Staff $1,298,000
Total: $9,062,600
110 Blue Ravine Road, Suite 200 • Folsom, CA 95630 • Tele: 916 858-0642 • Fax: 916 858-0643
Page 1 26
R§ DOKKEN
T: NGI NEE RING
Non-Federally Partiei atin Costs
Proiect Element Estimated Cost
Construction—PedestrianBridge Rehabilitation $150,000
Construction—A roach Sidewalks, Curb and Gutter, Bus Pullout $150,000
Preliminary Engineering.(Consultant and Local Agenc Staft) $45,000
Right of Way (Temporary Construction Easement, Utility Relocations, $95,000
Fee Takes) _
Total(Less Local Agency Preliminary Engineering): $440,000
110 Blue Ravine Road, Suite 200 • Folsom,CA 95630 • Tele: 916 858-0642 • Fax: 916 858-0643
Page 2 27
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PROPOSED IMPROVEMENTS % `?` 171.
E%15TlNG CONDITIONS
ARABY TRAIL PARKING LOT
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IJDOKKENI EJISTPALMCANYON DRNE
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PROJECT OVERVIEWEXHINT SHEET70F3
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LEGEND:
® NON - PARTICIPATING ELEMENTS
PROPOSED IMPROVEMENTS
EXISTING CONDITIONS
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SCALE:1'"OD'
®DOKKbN EAST PALM CANYON DRIVE
PROJECT OVERVIEW SHEET ZOF3 r
................ EEHIBIT
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ED
Attachment 3
30
COAC14 ELLA VALLEY AssociaiONOF GOVERNMENTS
D-
a�a� CVAG
April 26, 2017 �Q Q�'(�e f�1WJN06
Kathie Hart X City of Palm prings
3200 Eas ahquitZ Canyon Way
Palm Sp ngs, CA 92262
Re: Amendment Number One — East Palm Canyon Drive Bridge Rehabilitation
Project over Palm Canyon Wash &
Amendment Number One — South Palm Canyon Drive Bridge Replacement
Project over Tahquitz Creek
Enclosed please find two originals of each Amendment between the Coachella Valley
Association of Governments (CVAG) and The City of Palm Springs.
Please sign all contracts, then return them to me at:
Coachella Valley Association of Governments
73-710 Fred Waring Drive, Suite 200
Palm Desert, CA 92260.
If you have any questions, or need further information regarding this agreement, please contact
the acquisition manager, Eric Cowie.
Sincere
V
MAY 0 8 2017
Cynthi Rhoton
Accounting Assistant
BY:
Enclosures
CITY OF BLYTHE CITY OF CATHEDRAL CITY CITY OF COACHELLA-CITY OF DESERT RIOT SPRINGS-CITY OF INDIAN WELLS 31
CITY OF INDIO-CITY OF LA QUINTA-CITY OF PALM DESERT-CITY OF PALM SPRINGS•CITY OF RANCHO MIRAGE-COUNTY OF RIVERSIDE
AGUA CALIENTE BAND OF CAHUILLA INDIANS•CABAZON BAND OF MISSION INDIANS
AMENDMENT NUMBER ONE
TO THE REIMBURSEMENT AGREEMENT
BY AND BETWEEN THE CITY OF PALM SPRINGS AND CVAG
EAST PALM CANYON DRIVE BRIDGE REHABILITATION PROJECT
OVER PALM CANYON WASH
THIS AMENDMENT NUMBER ONE, effective this 24th day of April, 2017, by and
between the City of Palm Springs (lead Agency) and the Coachella Valley Association
of Governments, a California joint powers agency, (CVAG), and is made with reference to
the following background and circumstances:
In January, 2014, the Executive Committee agreed to provide funding assistance to complete
environmental approval and final design (Preliminary Engineering) for the East Palm Canyon
Drive Bridge Rehabilitation Project over Palm Canyon Wash. At the time, the staff report
identified the opportunity to take advantage of highly leveraged federal Highway Bridge
Program (HBP) funding. The HBP grant provided 88.53% of the project costs for the
Preliminary Engineering Phase.
The City of Palm Springs is now requesting a commitment from CVAG to provide funding for
additional phases of the East Palm Canyon Drive Bridge Rehabilitation Project, including
construction.
This Amendment Number One shall:
1) Establish that the Highway Bridge Program proceeds acquired by the City of Palm
Springs will fund the Major Portion of Costs for the East Palm Canyon Drive Bridge
Project, and;
2) Provide CVAG Regional Funds for 75% of the Unfunded Local Portion of Qualified
Project Costs, as well as 75% of Project costs not eligible for HBP funding, as
described, and Not-to-Exceed $1,109,611, and;
3) Provide that any "Additional Qualified Funds" which the City of Palm Springs
should acquire for this Project be First Applied "Off the Top" to reduce remaining
Total Project Costs, and;
4) Extending the "Time Triggers" for Right-of-Way and Construction to coincide with
the revised schedule, as described, and;
5) Provide that CVAG does not agree to advance the Proposed Schedule for the
Construction Phase of the Project, and may delay funds for the proposed
construction Phase of the Project should CVAG's Cash Flow require such an
action at that time, and;
6) Authorize the Executive Director, in consultation with CVAG General Counsel, to
resolve any Minor Inconsistencies in approving this Amendment Number One.
32
All other provisions in the existing Reimbursement Agreement for the East Palm Canyon
Drive Bridge Project shall remain in full force and effect.
Revised Funding Schedule Summary
Year Phase HBP Local Non-HBP Totals
Funding Funding
2013/2014 Prelim. En in. PE $ 1,149,119 $ 148,881 $ 45,000 $ 1,343,000
2019/2020 Right of Way RW $ 442,650 $ 57,350 $ 95,000 $ 595,000
2021/2022 Construction CON $ 6,431,350 $ 833,250 $300,000 $ 7,564,600
Totals $ 8,023,119 $1,039,481 $440,000 $ 9,502,600
CVAG Share: 75% of($1,039,481 + $440,000) = Total Not-to-Exceed $1,109,611
Time Trigger for Completion of Right-of-Way June 31, 2020
Time Trigger for Beginning Construction June 31, 2022
(Signatures on following page)
33
COACHELLA VALLEY ASSOCIATION of GOVERNMENTS
The parties hereto have caused this Amendment Number One to be executed by their duly
authorized representatives on the above-referenced date.
ATTEST: AGENCY:
CITY OF PALM SPRINGS
By: By:
City Manager Mayor
CVAG
By: By:
Tom Kirk Dana Reed
Executive Director CVAG Chair
34
AMENDMENT NUMBER ONE
TO THE REIMBURSEMENT AGREEMENT
BY AND BETWEEN THE CITY OF PALM SPRINGS AND CVAG
SOUTH PALM CANYON DRIVE BRIDGE REPLACEMENT PROJECT
OVER TAHQUITZ CREEK
THIS AMENDMENT NUMBER ONE, effective this 241h day of April, 2017, by and
between the City of Palm Springs (lead Agency) and the Coachella Valley Association
of Governments, a California joint powers agency, (CVAG), and is made with reference to
the following background and circumstances:
In January, 2014, the Executive Committee agreed to provide funding assistance to complete
environmental approval and final design (Preliminary Engineering) for the South Palm
Canyon Drive Bridge Replacement Project over Tahquitz Creek. At the time, the staff report
identified the opportunity to take advantage of highly leveraged federal Highway Bridge
Program (HBP) funding. The HBP grant provided 88.53% of the project costs for the
Preliminary Engineering Phase.
The City of Palm Springs is now requesting a commitment from CVAG to provide funding for
additional phases of the South Palm Canyon Drive Bridge Replacement Project, including
construction.
This Amendment Number One shall:
1) Establish that the Highway Bridge Program proceeds acquired by the City of Palm
Springs will fund the Major Portion of Costs for the South Palm Canyon Drive
Bridge Project, and;
2) Provide CVAG Regional Funds for 75% of the Unfunded Local Portion of Qualified
Project Costs, as described, and Not-to-Exceed $788,850, and;
3) Provide that any "Additional Qualified Funds" which the City of Palm Springs
should acquire for this Project be First Applied "Off the Top" to reduce remaining
Total Project Costs, and;
4) Extending the "Time Triggers" for Right-of-Way and Construction to coincide with
the revised schedule, as described, and;
5) Provide that CVAG does not agree to advance the Proposed Schedule for the
Construction Phase of the Project, and may delay funds for the proposed
construction Phase of the Project should CVAG's Cash Flow require such an
action at that time, and;
6) Authorize the Executive Director, in consultation with CVAG General Counsel, to
resolve any Minor Inconsistencies in approving this Amendment Number One.
All other provisions in the existing Reimbursement Agreement for the South Palm Canyon
Drive Bridge Replacement Project shall remain in full force and effect.
35
(Funding Schedule Summary on following page)
Revised Funding Schedule Summary
Year Phase HBP Funding Local Funding Totals
2013/2014 Prelim. En in. PE $ 1,117,248 $ 144,752 $ 1,262,000
2019/2020 Right of Way RW $ 743,652 $ 96,348 $ 840,000
2021/2022 Construction CON $ 6,257,300 $ 810,700 $ 7,068,000
Totals $ 8,118,200 $1,051,800 $ 9,170,000
CVAG Share: 75% of$1,051,800 = Total Not-to-Exceed $788,850
Time Trigger for Completion of Right-of-Way June 31, 2020
Time Trigger for Beginning Construction June 31, 2022
(Signatures on following page)
36
COACHELLA VALLEY ASSOCIATION of GOVERNMENTS
The parties hereto have caused this Amendment Number One to be executed by their duly
authorized representatives on the above-referenced date.
ATTEST: AGENCY:
CITY OF PALM SPRINGS
By: By:
City Manager Mayor
CVAG
By: By:
Tom Kirk Dana Reed
Executive Director CVAG Chair
3?