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HomeMy WebLinkAbout1/18/2017 - STAFF REPORTS - 1.J. .y V N +*CryCobeniEo`e'OPAf q<IFOaN� City Council Staff Report DATE: January 18, 2017 CONSENT CALENDAR SUBJECT: ACCEPTANCE OF THE SAFE ROUTES TO SCHOOL PROJECT, CITY PROJECT NO. 08-10, FEDERAL AID PROJECT NO. SRTS-5282 (039). FROM: David H. Ready, City Manager BY: Engineering Services Department SUMMARY Formal City Council acceptance of the Safe Routes to School Project, City Project No. 08-10, Federal Aid Project No. SRTS-5282 (039), is required to document the completion of the public works improvement, and to allow the City's filing of a Notice of Completion with the Riverside County Recorder in accordance with Section 9200 of the California Civil Code. RECOMMENDATION: 1) Accept the public works improvement identified as the Safe Routes to School Project, City Project No. 08-10, Federal Aid Project No. SRTS-5282 (039), as completed in accordance with the plans and specifications; and 2) Authorize the City Engineer to execute and file for recordation with the Riverside County Recorder a Notice of Completion for the Safe Routes to School Project, City Project No. 08-10. STAFF ANALYSIS: On February 3, 2016, the City Council awarded a construction contract in the amount of $391,500 to All American Asphalt, Inc., a California corporation, for the Safe Routes to School Project, City Project No. 08-10, Federal Aid Project No. SRTS-5282 (039), (the `Project'). The project consisted of construction of pedestrian safety improvements: curb and gutter, sidewalk, ADA curb ramps, crosswalks, bulb-outs, chokers, countdown signals, and bike lanes along school routes in the vicinity of Cahuilla, Cielo Vista, Katherine Finchy, and ITEM NO. I ,J. City Council Staff Report January 18, 2017 -- Page 2 Acceptance of CP 08-10, Safe Routes to School Vista Del Monte Elementary Schools, and Raymond Cree Middle School. A vicinity map is included as Attachment 1. During construction, the City Manager administratively approved one construction contract change order ("CCO1"), crediting the City in the amount of $32,295.61 representing a decrease of 8.2% to the original contract amount for a final accounting of actual quantities of construction items completed, additional work, and credits for construction items that were performed by others. A copy of CCO1 is included as Attachment 2. The Project was administered by the City's on-call construction management firm, Interwest Consulting Group, who has acted as the City's Resident Engineer. Interwest Consulting Group has determined that All American Asphalt, Inc. satisfactorily completed the Project on December 9, 2016, has conducted a final inspection and found the work to be in compliance with the plans, specifications and standards of the City of Palm Springs as evidenced by letter from Interwest Consulting Group dated January 5, 2017, and included as Attachment 3. Staff recommends that the City Council accept the Project, as required by Section 9200 of the California Civil Code, and authorize the City Engineer to file and record a Notice of Completion within 15 days of the City Council's action. A copy of the Notice of Completion to be submitted to the County is included as Attachment 4. 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 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 has determined that the Safe Routes to School Project, City Project No. 08-10, Federal Aid Project No. SRTS-5282 (039), is considered categorically exempt from CEQA and a Notice of Exemption has been filed with the Riverside County Clerk. On August 12, 2013, Caltrans, acting as the lead agency pursuant to the National Environmental Policy Act (NEPA), made an environmental determination that the Project does not individually or cumulatively have a significant inVact on the environment as defined by NEPA and is excluded from the requirements to prepare an Environmental Assessment (EA) or Environmental Impact Statement (EIS), and has considered no unusual circumstances pursuant to 23 CFR 771.117(b). On the basis of 02 City Council Staff Report January 18, 2017 -- Page 3 Acceptance of CP 08-10, Safe Routes to School this determination under federal delegation pursuant to Chapter 3 of Title 23, United States Code, Section 326 and a Memorandum of Understanding (MOU) dated June 7, 2013, executed between the Federal Highway Administration (FHWA) and the state of California, Caltrans has determined that the Project qualifies for a Categorical Exclusion in accordance with 23 CFR 771.117(c) pursuant to activity (c)(3). The original environmental document was re-validated on May 28, 2015. FISCAL IMPACT The City was the recipient of a federal grant in the amount of $382,500 for the Project which was allocated to the Capital Project Fund (Fund 261). Local funding for the Project in the amount of $86,000 was previously budgeted from the Gas Tax Fund (Fund 133). The Project's overall budget, and incurred expenditures is identified in Table 1 below. Table of Project Costs Amount Federal Grant Funding $382,500 Gas Tax (133) $86,000 Total Budget $468,500 Environmental - Atkins North America, Inc. ($8,427) Design ($30,074) Project Administration ($12,221) Construction Inspection - Interwest Consulting Group ($22,366) Construction Contract - All American Asphalt ($391,500) Contract Change Order(Credit) $32,296 Total Cost ($432,292) Remaining Balance $36,208 Table 1 The Project did not require any General Fund (Fund 001) or Measure J Fund (Fund 260) budget. The City is holding retention of $17,960.22 for All American Asphalt, Inc. pending acceptance of the improvements and filing of the Notice of Completion with the County Recorder's office. Since this project is a conversion of a facility that already exists, the Finance Department does not need to add the cost of this project to the City's fixed asset system, as no new assets have been created in compliance with Governmental Accounting Standard Board (GASB) 34 Standards for Financial Reporting of Infrastructure Assets. 03 City Council Staff Report January 18, 2017-- Page 4 Acceptance of CP 08-10, Safe Routes to School SUBMITTED Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq., Ph Assistant City Manager/City Engineer City Manager Attachment(s): 1. Vicinity Map 2. Contract Change Order No. 1 3 Project Completion Letter - Interwest Consulting Group 4. Notice of Completion (NOC) 04 ATTACHMENT 1 05 PALAI z ti Z s DESERT 1RAMNEW DRIVEHOHL Q AND PARK LAS VECAS RD. {6 RAOID RD. 1 T T ♦a a � C ATED \9 A SAN RAFAEL M �� /FOFN� FRpNpS DR. vµy N aL yR= Q� Cty1.�, W WIICO GPI 1Rv 8 � 4 NWICF W ~YO O ff Il N�ADON T RACQUET CLUB ROAD "VERMARD. 4N FR AD NOT TO SCALE 111 N � � y VI g s VISTp< d11N0 ROAD =A CHINO ROAD 1� � < Ou� 111 5 y� a 0 o 3 P, Y TAMARISK RD s z O a i pLEA ROAD AMADO ROAD P SPRINGS RNA AIRPORT TAHWITZ CANYON WAY mo 0 g P"IDRNES S L \ 1 Zl aRnR BARIS ROAD SANRNINO < ro ROAD ww saoa 'P o1Pr� 10 nD RAMW ROAD c aANn RAMDN ROAD WARM SANDS < A o ® g m SUNNY WNES ROAD n SUNNY DUNE RD. m g a m MESQUITE AVE. G{ 7rzAeDc llss vAVE. A au coup¢ P. ) Wriv�moRis SONORA ROAD PNL 9PRW5 E •an•car s «uar EAST PALM CANYON DRIVE PN Wr aUB N0.m uoartWN BJTAMCK 011l[Ul5 VICINITY MAP 111 CITY OF PALM SPRINGS, CALIFORNIAT P GNDRIyE CITY PROJECT NO. 08-10 111 OA CAHUILLA ELEMENTARY SCHOOL BO CIELO VISTA ELEMENTARY SCHOOL © KATHERINE FINCHY ELEMENTARY SCHOOL DO RAYMOND CREE MIDDLE SCHOOL OE VISTA DEL MONTE ELEMENTARY SCHOOL ATTACHMENT 2 07 °tff" CITY OF PALM SPRINGS � M CONTRACT CHANGE ORDER To: All American Asphalt Date: November 15, 2016 400 East Sixth St. P.O. Box 2229 Project No: 08-10 Corona, CA 92878 Project: Safe Routes to School Project P(951)736-7600 Change Order No: 01 F(951)736-7646 Purchase Order: 16-1038 Account: 133-4298-50299 Attn: Gordon Kline CHANGES IN WORK Contract Item Adjustments This change order provides for contract quantity adjustments for the following contract items: Bid Item No. Item Description Quantity Unit Price Total 5 Remove Existing AC Pavement +2184.50 SF $2.00/SF +$4,369.00 6 Remove Existing PCC Curb&Gutter +197.50 LF $40/1-F +$7,900.00 7 Remove Existing PCC Improvements +1295.50 SF $4.00/SF +$5,182.00 8 Construct 4" PCC Sidewalk -1,703 SF $4.00/SF -$6,812.00 10 Modify Existing Curb Ramp(Furnish&Install -140 SF $80.00/SF -$11,200.00 Truncated Domes 11 Construct Type A3 Curb& Gutter -33 LF $26.00/1-F $858.00 12 Construct PCC Spandrel&Crosswalk -20.50 SF $14.00/SF -$287.00 13 Construct 6" PCC Driveway +201 SF $8.00/SF +1,608.00 14 Asphalt Concrete Type C2 +190 Tons $170lfon +$32,300.00 Subtotal +532,202.00 Contract Item Deletions This change order provides for contract item deletions of two(2) contract items which were not used. Contract items are as follows: Bid Item No. I Item Description Quantity Unit Price Total 15 1 Crushed Miscellaneous Base -200 Tons $60/Ton -$12,000.00 19 Field Orders 1 LS $35,000.00 -$35,000.00 Subtota! -S47,U00.00 DUPLICATE ORIGINAL 08 Contract Change Order No. 01 November 15, 2016 Page 2 Payment Adjustments at Agreed Unit Cost(Increases of more than 26%of Bid Quantity) This change order adjusts the unit cost for three contract items in which quantities were increased by more than 25%of the initial bid item quantity. Payment adjustment is made at the unit prices below. Item 6—Remove Item 7—Remove Item 14—Asphalt Existing PCC Existing PCC Concrete Type C2 Curb&Gutter Improvements Bid Item List Quantity 225 LF 1,350 SF 140 Tons 125%Bid Item List Quantity 281.25 LF 1687.50 SF 175 Tons Total Quantity Worked 422.50 LF 2645.50 SF 330 Tons Quantity Subject to Adjustment 141.25 LF 958 SF 155 Tons Bid Unit Price $40.00/LF $4.001 SF I $ 170.00/Ton Proposed Unit Cost $ 36.001 LF $ 3.451 SF $ 144.5—/Ton Total Cost—Adjusted Cost $5,085.00 $ 3,305.10 $22,397.50 Total Amount Paid by Item $5,650.00 $ 3,832.00 $26,350.00 Adjustment -$ 565.00 -$526.90 -$ 3,952.50 Subtotal of Adjustment -$5 044.40 Payment Adjustments at Agreed Unit Cost(Decreases of more than 26%of Bid Quantity) This change order adjusts the unit cost for two contract items in which quantities were decreased by more than 25%of the initial bid item quantity. Payment adjustment is made at the unit prices below. Item 8—Construct Item 10— Modify 4" PCC Sidewalk Existing Curb Ramp (Furnish &Install Truncated Domes Bid Item List Quantity 5,900 SF 200 SF 75%Bid Item List Quantity 4.425 SF 150 SF Total Quantity Worked 4,197 SF 60 SF Bid Unit Price $4.00/SF $80.001 SF Proposed Unit Cost $4.55/SF $ 100.00/SF Total Proposed Item Cost $ 19,096.35 $6,000.00 Amount Paid by Item $ 16,788.00 $4,800.00 Max Allowable Compensation $ 17 700.00 $ 12,000.00 Adjustment $912,00" $ 1,200.00 Subtotal of Adjustment: $2,112.00 " The maximum allowable compensation is less than the total proposed cost. The maximum allowable compensation controls the payment adjustment for Bid Item 8.. The maximum allowable compensation is more than the total proposed cost. The total proposed cost for this item is less than the maximum allowable compensation and is fair and reasonable. The contractor shall be compensated up to the above unit prices for a total net DECREASE of $2,932.40, which represents the net total of the unit price payment adjustments for the above listed bid items. This sum constitutes full and complete compensation for this change. 09 Contract Change Order No, 01 November 15, 2016 Page 3 Extra Work at Agreed Lump Sum This charge order provides compensation for extra work that was performed during the construction. The extra work consisted of the removal and re-construction of fourteen (14) curb ramps including removals, excavation and grading, placement of concrete curb ramp, and the placement of truncated dome times to bring these locations into compliance. New Description Quantity Unit Price Total Item 1-1 Remove and Re-construct 14 Curb Ramps 1 LS $36,148.91 $36,148.91 Subtotal $36,148.91 Adjustment of Compensation at Agreed Lump Sum Lastly, this change order provides an Adjustment of Compensation at Agreed Lump Sum for several bid items within the contract, including the modification of the speed cushions, deletion of the installation of the LED countdown pedestrian heads, the deletion of striping in several locations, and to adjust for unused field orders Rem. This change order also provides a credit for work that was performed incorrectly on Camino Real between Mesquite Ave and Ocotillo Ave during the course of construction. Since this street had significant prior damaged, a cost proposal was requested to perform the additional repairs to Camino Real, but the costs were excessive. Camino Real was added to the list of streets for the Pavement Rehabilitation project, CP 16-01. Bid Item Description Quantity Unit Price Total Item No. 16-A Modified Speed Cushions-Sunny Dunes Rd 1 LS $2,500.00 $2,500.00 17-A Credit-Installation of LED Countdown Heads 1 LS -$3,345.52 -$3,345.52 18-A Deletion of Striping on Camino Real 1 LS -$1,680.00 -$1,680.00 18-B Deletion of Centerline 8 Lane Pavement Markers 1 LS -$2,549.30 -$2,549.30 &Crosswalk Striping at Via Miraleste 8 Racquet Club Rd 18-C Delete Striping on Avenida Caballeros (Portion) 1 LS $3,704.94 -$3,704.94 1-2 Camino Real Repairs 1 LS -$41'934.36 -$41,934.36 Subtotal -$50,714.12 Total Change Order Amount -$32,295.61 10 Contract Change Order No. 01 November 15. 2016 Page 4 CHANGES TO CONTRACT TIME: Due to additional work required for the project, All American Asphalt has requested a total of five (5) additional working days to complete the additional work. Due to the time required to reach agreements on change order items and the lead time of materials for the additional work,the project has been suspended. Contract time will be resumed once work is able to commence. SOURCE OF FUNDS: Funds for this change will be credited back to the following account(s): 133-4298-50299 REASONS FOR CHANGE: This change order provides for adjustments to some contract quantities per actual field measurements of material placed for the items of work completed to date. This change order provides for deletions of two(2) contract items. The items were not necessary to construct the improvements and no work was completed for either of these contract items. This change order also provides payment adjustment for three (3) contract items which were increased by more than 25 percent of the initial contract quantities and also adjustment for two(2)contract items which were decreased by more than 25 percent of the initial contract quantities. For each of these items, All American Asphalt has proposed a new unit cost. These unit costs are reflected This change order provides payment for extra work at agreed lump sum for additional curb ramp removal and replacement. During the course of construction, inspection of existing curb ramps within the project limits determined that fourteen (14) curb ramps were not in compliance with ADA requirements. These curb ramps required full removal and replacement in order to meet the requirements. This change order provides an Adjustment of Compensation at Agreed Lump Sum for several bid items within the contract, including the modification of the speed cushions, the deletion of striping in several locations, to adjust for unused field orders item, and a credit for work performed incorrectly on Camino Real. The project includes the installation of speed cushions along Sunny Dunes Rd. These speed cushions were submitted and subsequently approved and the contractor placed orders for materials. City of Palm Springs Fire Department required changes to the size and layout of the speed cushions. This change order provides cost adjustment for the additional cost of the revised speed cushions. This cost is in addition to the cost provided by the contract bid item. During the course of the project, it was discovered that the LED countdown heads that were included in the contract did not specify the pedestrian pushbuttons associated with the system. A cost proposal was received for adding the pedestrian pushbuttons. In reviewing the cost proposal provided by the contractor, the costs were excessive. The LED countdown heads had been ordered and received by the contractor already, but not installed. Caltrans later performed the work associated with the countdown heads and pedestrian pushbuttons. This change provides an adjustment of compensation for the purchase and delivery of the countdown pedestrian heads to the City. 11 Contract Change Order No. 01 November 15, 2016 Page 5 At various locations within the project, it was found that several upcoming projects overlapped the limits of work for this contract, including the Annual Slurry Seal project, CP 15-02 and the Pavement Rehabilitation project, CP 16-01. Given that these contracts would also need to replace the striping due to the nature of the work, there are several locations that either temporary paint was installed in lieu of the permanent thermoplastic striping or striping deleted from the contract as it was not necessary to be included in this project. Lastly, this change order provides a credit for work that was performed incorrectly on Camino Real between Mesquite Ave and Ocotillo Ave during the course of construction. The contractor proposed a solution to correct the work that was placed incorrectly, but Camino Real has pre-existing cracking and pavement failures, which were not caused by the contractor. A cost proposal was requested to perform additional repairs to Camino Real, but the costs were excessive. Camino Real was added to the list of streets for the Pavement Rehabilitation project, CP 16-01. SUMMARY OF COSTS: Original Contract Amount: $391,500.00 Original Completion 35 Working Days This Change Order. ($32,295.61) Days Added 5 Days Previous Change Order(s): $ 0.00 Previous Days Added: 0 Days Revised Contract Amount: $ 359,204.39 Revised Completion 40 Working Days [SIGNATURES ON NEXT PAGE] 12 Contract Change Order No. 01 November 15, 2016 Page 6 1 have received a copy of this Change Order andthe above AGREED PRICES are acceptable to Contractor All American Asphalt Signs u Date 1�raj� X�, OM Printed Name and Title 1)17 Interwest Consulting Group _����� I t S1g at re Da e 4AP,r &IXL" ('o.j 1 M4,46ciL Printed Name and Title City of Palm Springs �i Recommended By: {�'—Z14 1A-* j/"t/^ 1-0 311 V Marcus Fuller,Assis nt City Manager Date City Engineer Approved BY: 12 ACN-IL, �evid1H. y City Manager Date Attest By: t� 2 .it, Jart1MrTM 5Rl T=, City Clerk Date Distribution: Original Conformed Copy: Conformed-File Copy: APPROVED BY CITY COUNCIL Contractor (1) Engineering Pay File (1) City Clerk (1) PCRYurchasing hasing File (1) Purchasing Finance (1) 13 ATTACHMENT 3 14 INTERWEST CONSULTING GROUP January 5, 2016 City of Palm Springs 3200 E.Tahquitz Canyon Way Palm Springs, CA 92262 Attn: Savat Khamphou RE: Notice of Completion Safe Routes to School,City Project No. 08-10 Dear Mr. Khamphou, As of December 9, 2016, All American Asphalt has completed all work associated with Safe Routes to School, City Project No. 08-10. To the best of our knowledge, the project has been completed in accordance with the plans,specifications, and City of Palm Springs standards. I have attached a copy of the Notice of Completion document for the project. I recommend that the Notice of Completion be accepted by the City and filed and recorded with the Riverside County Recorder. If you have any questions regarding the above, please feel free to contact me at (714) 293-0044 or by email, rschultz@interwestgrp.com. Sincerely, Ryan Schultz Interwest Consulting Group 431 S. PALM CANYON DRIVE,SUITE 200 0 PALM SPRINGS,CA 92262 15 ATTACHMENT 4 is Recording Requested By: City of Palm Springs When Recorded Mail To: Name James Thompson,City Clerk Street Address 3200 E.Tahquitz Canyon Way City 8 State Palm Springs,CA 92262 SPACE ABOVE THIS LINE FOR RECORDERS USE NOTICE OF COMPLETION (CA Civil Code§§8180-8190,8100-8118,9200-9208) NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is an owner of an interest of estate in the hereinafter described real property,the nature of which interest or estate is: Fee (e.g.fee,leasehold,joint tenancy,etc.) 2. The full name and address of the undersigned owner or reputed owner and of all co-owners or reputed co-owners are: Name Street and No. City State City of Palm Springs 3200 E.Tahquitz Canyon Way Palm Springs CA 92262 3. The name and address of the direct contractor for the work of improvement as a whole is: At American Asphalt,400 E.Sixth St, P.O.Box 2229,Corona,CA 92878 4. This notice is given for(check one): 0 Completion of the work of improvement as a whole. ❑ Completion of a contract for a particular portion of the work of improvement(per CA Civ.Code§ 8186). 5. If this notice is given only of completion of a contract for a particular portion of the work of improvement(as provided in CA Civ.Code § 8186),the name and address of the direct contractor under that contract is: Not Applicable 6. The name and address of the construction lender, if any,is: Not applicable 7. On the 9th day of December 2016 there was completed upon the herein described property a work of improvement as a whole(or a particular portion of the work of improvement as provided in CA Civ.Code§8186)a general description of the work provided: City Project 08-10,Safe Routes to School 8. The real property herein referred to is situated in the City of Palm Springs County of Riverside State of California,and is described as follows: Vicinity of Cahuilla,Cielo Vista,Katherine Finchy,and Vista del Monte Elementary and Raymond Cree Middle School 9. The street address of said property is: Not applicable 10. If this Notice of Completion is signed by the owners successor in interest,the name and address of the successor's transferor is: Not applicable I certify(or declare)under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: By: Signature of Owner or Owner's Authorized Agent-Assistant City Manager/City Engineer for City of Palm Springs Marcus Fuller ©Porter Law Group,Inc.2013 Print Name Page ] of 2 17 VERIFICATION I, Marcus Fuller state: I am the Assistant City Manager/City Engineer ("Owner","President", 'Authorized Agent","Partner',etc.)of the Owner identified in the foregoing Notice of Completion.I have read said Notice of Completion and know the contents thereof;the same is true of my own knowledge. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed on (date),at Palm Springs (City), CA (State). Signature of Owner or Owner's Authorized Agent A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached,and not the truthfulness,accuracy,or validity of that document. STATE OF CALIFORNIA COUNTY OF On (date), before me, Notary Public(name and title of officer)personally appeared who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in hislherltheir authorized capacity(ies), and that by hislherltheir signature(s) on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. I certify under PENALTY OF PURJURY under the laws of the State of California that the foregoing paragraph is true and correct. Witness my hand and official seal. Page 2 of 2 Signature 18