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Home My WebLink About3/1/2017 - STAFF REPORTS - 1.G. Q;O� ALM S,. iy 0 V N w �o a aa.co.ne r Cg41FORN�P City Council Staff Report Date: March 1, 2017 CONSENT CALENDAR Subject: AUTHORIZE AN INCREASE IN THE AMOUNT OF $19,780 TO PURCHASE ORDER 17-0727 ISSUED TO HARRIS & ASSOCIATES FOR THE S. PALM CANYON DRIVE AT LA PLAZA SAFETY BOLLARD INSTALLATIONS, CITY PROJECT NO. 15-29 From: David H. Ready, City Manager Initiated by: Engineering Services Department SUMMARY Approval of this action will authorize additional design services for permanent bollard installations at four new site locations along S. Palm Canyon Drive within the Downtown Village Fest area. RECOMMENDATION: 1) Authorize an increase in the amount of $19,780 to Purchase Order 17-0727 with Harris & Associates for a revised total amount of $35,700 for the S. Palm Canyon Drive at La Plaza Safety Bollard Installations, City Project No. 15-29; and 2) Authorize the City Manager to execute all necessary documents. BACKGROUND: On December 16, 2013, the City Council approved an On-Call Civil Engineering Agreement (A6444) with Harris & Associates to provide as-needed civil engineering services for a variety of future public works projects. The City is currently preparing plans for the installation of permanent bollards at S. Palm Canyon Dr. at La Plaza, similar to the bollards installed at Amado Road. These permanent bollards would replace the traffic control measures currently implemented to separate vehicular traffic from pedestrian traffic during the Village Fest event. On October 17, 2016, in accordance with their on-call agreement, the City Manager authorized Harris & Associates to proceed with research and design services to develop construction drawings for permanent bollards at La Plaza, at a cost not to exceed of ITEM NO. Jt• G• City Council Staff Report March 1, 2017—Page 2 Increase PO 17-0727 (Harris &Associates) $15,920. Accordingly, Purchase Order 17-0727 was issued to Harris & Associates associated for this project. Staff is recommending that the City expand the scope of the project to include additional safety bollard installations for the Downtown Village Fest area at the following locations: Location 1 — S. Palm Canyon Drive and Andreas Road • One set of safety bollard installation on the west side at intersection • One set of safety bollard installation on the east side at intersection Location 2 — S. Palm Canyon Drive and Tahquitz Canyon Way • One set of safety bollard installation east of Belardo Road (west side) • One set of safety bollard installation west of S. Indian Canyon Drive (east side) Location 3 — S. Palm Canyon Drive and Arenas Road • One set of safety bollard installation on the west side at intersection • One set of safety bollard installation west of S. Indian Canyon Drive (east side) Location 4 — S. Palm Canyon Drive and Baristo Road • One set of safety bollard installation on the south side at intersection Harris & Associates has submitted a proposal to prepare construction drawings to install permanent bollards at the four additional locations. Staff recommends the City Council authorize an increase in the amount of $19,780 for a revised total contract amount of $35,700 with Harris & Associates for the design development of planned safety bollards installations along S. Palm Canyon Drive within the Downtown Village Fest area. A copy of Harris & Associates proposal is included as Attachment 1. 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. 02 City Council Staff Report March 1, 2017— Page 2 Increase PO 17-0727 (Harris &Associates) FISCAL IMPACT: Sufficient funds are budgeted and available in the General Fund Special Events (Fund 001) Account No. 001-2118-45686 intended for village fest safety bollards to facilitate approval of this purchase order increase in the amount of $19,780 with Harris & Associates. SUBMITTED: Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, E Assistant City Manager/City Engineer City Manager Attachments: 1. Harris & Associates Proposal 03 Attachment 1 04 Harris & Associates, February 8, 2017 Marcus Fuller, MPA, PE, PLS Assistant City Manager/City Engineer City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Subject: Scope Amendment- Additional Safety Bollard Engineering Design Services Dear Mr. Fuller: This letter will serve as an overview of the proposed scope amendments to the S. Palm Canyon Drive and La Plaza Safety Bollard project. The proposed scope amendments and related fees are presented in the following Exhibit A. We appreciate the continued opportunity to be of service to the City of Palm Springs. We remain available at your convenience to answer any questions or to discuss any part of this amendment request. Please feel free to call me at (949) 655-3900, extension 2314. Sincerely, Harris&Associates Randall G. Berry, PE Director, Engineering Services 05 22 Executive Park,Suite 200 Irvine, CA 92614-4705 p;949.655.3900 f;949.655.3995 irvine@weareharris.com City of Palm Springs February 8, 2017 S. Palm Canyon Drive Safety Bollards -City Project No. 15-29 Amendment 1 Page 2 of 3 Exhibit A: City staff would like to take the opportunity to add additional safety bollard installations for the downtown Villagefest area at the following locations: 1. Palm Canyon Dr and Andreas Road 2. Palm Canyon Dr and Tahquitz Canyon Way 3. Palm Canyon Dr and Arenas Road 4. Palm Canyon Dr and Baristo Road The scope and related fees are as follows: Amendment Task 1: Data Collection/Field Visit/Utility Coordination/Base Mapping We will mail initial utility notifications to all utility companies that have facilities within the project limits (based on City lists and a DIGALERT provided list) making them aware of the upcoming construction activities and requesting copies of their maps, plans, and/or sketches of their existing and/or proposed facilities within the project limits. Base mapping would be developed with aerial images and overlays (e.g., google maps). Utility mapping will be shown from records obtained. Amendment Task 2: Project Management/Meetinz For the duration of the project, Harris will manage team, budget, schedule and provide coordination with City staff as needed. Task includes one progress meeting. Amendment Task 3: Additional Safety Bollard PS&E Design Construction drawings in AutoCAD format on the City's standard title block will be developed to the 90% and 100% levels for the following locations: Location 1 - Palm Canyon Dr and Andreas Rd—2 installations —Along Andreas Road at the intersection of S. Palm Canyon Drive (west side and cast side of S Palm Canyon Dr). Location 2 - Palm Canyon Dr and Tahquitz Canyon Way - 2 installations — Along Tahquitz Canyon Way east of Belardo Road (west installation) and along Tahquitz Canyon Way at Indian Canyon (east installation). Location 3 - Palm Canyon Dr and Arenas Rd — 2 installations —Along Arenas Road at the intersection of S. Palm Canyon Drive (west side) and along Arenas Road between Indian Canyon and S. Palm Canyon. Location 4 - Palm Canyon Dr and Baristo Road — 1 installation — Along S. Palm Canyon Drive at the intersection of Baristo Road (south leg of festival — high speed K12 bollard type installation. Additional details and specifications required from other locations) The anticipated list of drawings is as follows: 1. Four(4) bollard installation plan sheets (20-scale) 2. One(1)details& typical section(s) sheet Harns &Associates. 6 City of Palm Springs February 8, 2017 S. Palm Canyon Drive Safety Bollards - City Project No. 15-29 Amendment 1 Page 3 of 3 Total=Five(5) sheets Technical Specifications and a detailed engineer's opinion of probable construction costs and itemized construction quantities will be developed for each plan submittal to the City. Task Description Fee 1Amendment Task 1: Data Collection/Field Visit/ Utility Coordination/Base $5,160 Mapping 2 mendment Task 2: Project Management/Meeting $2,640 3 mendment Task 3: Additional Safety Bollard PS&E Design (5 Sheets) $11,980 Total Fee for Amendment= $19,780 SCHEDULE Upon receiving NTP, it is anticipated that the project can be completed in fifteen (15) weeks as follows: MILESTONE Weeks Following NTP (end milestone by) Notice to Proceed(NTP) 0 Data Collection/ 1"Utility Notice I Receive ls`Utility Notice Responses 4 Develop 90%PS&E 6 City Review 90%PS&E 9 Develop 100%PS&E 12 City Review 100%PS&E 14 Submit Final Signed Mylar's & Specifications 15 Harris &Associates. 07 ,ITY o VPAIH sPfttieG`.. STATE OF CALIFORNIA-THE RESOURCES AGENCY34 DEPARTMENT OF FISHAND GAME 24}j JUL -3 ENVIRONMENTAL FILING FEE CASH RECEIPT irYICE ur 7Ht �11Y C!- F;' Receipt#: 17-161264 State Clearinghouse# (it applicable): Lead Agency: CITY OF PALM SPRINGS Date: 05/22/2017 CoumyAgencyofFding: RIVERSIDE /mmrmNo. E-201700642 Project Title: S. PALM CANYON DRIVE AND LA PLAZA SAFETY BOLLARD INSTALLATION ProjectAppticantName: CITY OF PALM SPRINGS Phw1Vimb0_. (760)322-8339 Project Applicant Address: 3200 E. TAHQUITZ CANYON WAY, PALM SPRINGS, CA 92262 Project App&cant: LOCAL PUBLIC AGENCY CHECKAPPLICABLE FEES: ❑Environmental Impact Report ❑Negative Declaration ❑Application Fee WmerDiversion(State Water Resources Control BoardOnly) ❑Project Subject to Certified RegulatoryPrograms ❑CounryAdmints1,anonFee $0.00 ❑Project that is exempt from fees(DFG No Effect Determination (Form Attached)) ®Project that is exemp tfromfee s(Notice ofExempiion) Total Rece/ved $50.00 Signature and title ofperson mceivingpayment (/ Deputy Notes: ACR 533(Est.12/2013) 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: S Palm Canyon Drive and La Plaza Safety Bollard Installation City Proiect No. 15-29 Project Applicant: City of Palm Springs Project Location (Specific): The work is located at the intersection of S. Palm Canyon 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 CEQA. Lead Agency Contact Person: Tom Garcia Area Coderrelephone/Extension: (760) 322-8339 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: 5/10/2017 Title: City Engineer ® Signed by Lead Agency ❑Signed by Applicant FILED / POSTE D Authority cited: Sections 21083 and 21110, Public Resources Code E County of Riverside Peter Aldana Reference: Sections 21108, 21152, and 21152.1. Public Resources Code. Assessor-County Clerk-Recorder E-201700642 05/22/2017 04;46 PM Fee: $ 5 .00 Page 1 of hN 2 9 2017