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DATE: September 21, 2016 CONSENT CALENDAR
SUBJECT: AUTHORIZE A PURCHASE ORDER IN THE AMOUNT OF $45,060
WITH HARRIS & ASSOCIATES FOR ENGINEERING DESIGN
SERVICES FOR THE CALLE SANTA CRUZ AND SONORA ROAD
STORM DRAIN IMPROVEMENTS PROJECT, CITY PROJECT NO. 16-
12
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY:
Approval of this item will authorize a purchase order in the amount of $45,060 with
Harris & Associates for civil engineering design services associated with the Calle
Santa Cruz and Sonora Road Storm Drain Improvements Project, City Project No. 16-
12.
RECOMMENDATION:
1. Authorize a Purchase Order in the amount of $45,060 with the City's "on-call" civil
engineering firm, Harris & Associates, pursuant to Agreement No. 6444, for
engineering design services relative to the Calle Santa Cruz and Sonora Road
Storm Drain Improvements Project, City Project No. 16-12;
2. Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On November 6, 2013, the City Council approved Agreement No. 6444 with Harris &
Associates for on-call civil engineering design services on an as needed basis.
On August 2, 2016, staff requested a proposal from Harris & Associates for the
preparation of contract documents (plans and specifications) for future storm drain
improvements at two roadway segment locations; 1). Calle Santa Cruz, and 2). Sonora
Road. Each of these roadway segments undertake a source of constant storm drain
nuisance problems and require improvements to address water runoff impediments.
Aerial photography's of each study location are included in Figures 1 and 2 on the
subsequent page. ((n�
ITEM NO.�
City Council Staff Report
September 21, 2016 - Page 2
Approval of Purchase Order for Harris &Associates (CP 16-12)
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Figure 1
Calle Santa Cruz, between Ramon Road and Mesquite Avenue
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Location 2
Sonora Road, between Tract 50078 and Bel Air Greens Gold Course
02
City Council Staff Report
September 21, 2016- Page 3
Approval of Purchase Order for Harris &Associates (CP 16-12)
A brief scope of work outline for the Calle Santa Cruz and Sonora Road Storm Drain
Improvements Project, City Project No. 16-12 (the "Project") is identified below.
Calle Santa Cruz Strom Drain: The Calle Santa Cruz storm drain improvement will
eliminate the "down and under" drain system at the intersection of Ramon Road and
Calle Santa Cruz, by extending the 24" storm drain pipe from the existing catch basin at
the northwest corner of Mesquite Avenue and Calle Santa Cruz to the north and
connecting at the southwest corner of Ramon Road and Calle Santa Cruz.
Approximately 2,500 linear feet of a new 24" storm drain pipe will be installed.
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N C.P a lu cbs upstream SD terminus
Sonora Road Strom Drain: The Sonora Road storm drain improvement will intercept
the existing surface outlet storm drain from Tract 5078 and convey the subsurface
drainage into a new underground 24" storm drain pipe along Sonora Road east to the
Tahquitz Creek Golf Course, ending in a drywell system. Approximately 700 linear feet
of a new 24" storm drain pipe will be installed.
urmy Area
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- Photo 2:Existing storm drain outlet in
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City Council Staff Report
September 21, 2016 - Page 4
Approval of Purchase Order for Harris &Associates (CP 16-12)
On August 31, 2016, in accordance with their on-call agreement, Harris & Associates
submitted a proposal for the preparation of contract documents at a cost not to exceed
of $45,060. The scope of services provided by Harris & Associates for the Project is
itemized by the following phases:
• Phase 1: Orientation/Data Collection/Base Sheets
• Phase 2: Design Development (Preliminary Engineering)
• Phase 3: Construction Documents (Final Plans, Specifications and Estimate)
• Phase 4: Bidding and Construction Assistance
A copy of Harris & Associates proposal is included as Attachment 1. Staff is
recommending the City Council authorize a purchase order to Harris & Associates in the
amount of $45,060 to commence with the design plans necessary to mitigate the
nuisance of water overspills onto Calle Santa Cruz and Sonora Road.
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 facilities of both investor and publicly-owned utilities used to
provide electric power, natural gas, sewerage, or other public utility services; therefore,
the Calle Santa Cruz and Sonora Road Storm Drain Improvement Project, City Project
No. 16-12, is considered categorically exempt from CEQA, and a Notice of Exemption
will be prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Sufficient funds are budgeted and available in the Drainage Fund (Fund 135) to
facilitate approval of a Purchase Order in the amount of $45,060 to Harris & Associates
for the Calle Santa Cruz and Sonora Road Storm Drain Improvements Project, City
Project No. 16-12, in Account No. 135-4371-55000.
04
City Council Staff Report
September 21, 2016 - Page 5
Approval of Purchase Order for Harris &Associates (CP 16-12)
SUBMITTED
r
Marcus L. Fu ler, MP , P.E., P.L.S. David H. Ready,7Esq..
Assistant City Manager/City Engineer City Manager
Attachment:
1. Harris & Associates Proposal
05
Attachment 1
06
Harris & Associates.,
August 31, 2016
Marcus Fuller, MPA, PE, PLS
Assistant City Manager/City Engineer
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Subject: Calle Santa Cruz and Sonora Rd Storm Drain Design Proposal
Dear Mr. Fuller,
Harris & Associates looks forward to the opportunity to provide professional engineering design
services to the City of Palm Springs for the Calle Santa Cruz and Sonora Road Storm Drain
Projects. The Calle Santa Cruz storm drain project is located between Ramon Road and Mesquite
Avenue & the Sonora Road project is located between the Bel Air Greens golf course and
approximately 700 feet west to an existing storm drain outlet. The highlights of the proposed
improvements are as follows:
BACKGROUND
Calle Santa Cruz Storm Drain: The Calle Santa Cruz project will eliminate the"down and under'
drain system at the intersection of Ramon Road and Calle Santa Cruz, by extending the existing
storm drain in Calle Santa Cruz at Mesquite Avenue (see Photo 1 below; current upstream
terminus) with a new 24-inch RCP up to Ramon Road, total approximate length = 2,500 linear
feet (see overview aerial exhibit below).
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w0 Blue=Protect ex 10 (looking north); existing
RCP and CBs upstream SD terminus
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Sonora Road Storm Drain: The Sonora Road project will intercept existing surface outlet storm
drain (see Photo 2 on next page)from Tract 50078 and convey the subsurface drainage into a
22 Executive Park,Suite 200 Irvine,CA 92614 949.655.3900 f.949.655.3995 Irvine@wearsharris.com 07
City of Palm Springs Page 2 of 8
Calls, Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
new underground 24-inch RCP storm drain in Sonora Road east to the Bel Air Greens golf
course, ending in a drywell system that will spill out into the golf course in higher flows;
approximate length = 700 linear feet(see overview aerial exhibit below).
onons
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orne [$te it o RCP.CBS a.
AL— , Photo 2:Existing storm drain outlet in
Sonora Road
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PROJECT TEAM
The Harris Team will be led by Project Manager Elizabeth Reyes, PE, QSD who has over 15
years of applicable design experience and has successfully completed many similar storm drain
design projects. Randall Berry, PE will serve as the Principal-in-Charge and QA/QC Manager,
has specialized in storm drain design and will bring his strengths to the team as Hams'
Engineering Design Manager, which he has developed during his 30-year career. Additional
experienced Harris production staff will also assist as needed. Charles Harris, PLS of MSA
Consulting, Inc., will serve as Harris' survey sub-consultant. Nick Loera of C-Below will serve
as Harris' potholing sub-consultant and has also been providing potholing and utility detection
service to Harris for the past several years.
SCOPE OF SERVICES
The following presents an outline of our proposed scope of services. It is our intent that this
outline provides enough detail so our approach is clearly defined. We welcome the opportunity
to discuss additions, deletions or revisions.
PHASE I: ORIENTATION / DATA COLLECTION / BASE SHEETS
A. Data Collection/ Review/Kick-Off Meeting
Meet with City staff and hold "kick-off' meeting. Define approach, goals, criteria,
procedures, and schedules and collect all city record information. We
will prepare and
pHarris & Associates
08
City of Palm Springs Page 3 of 8
Calle Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
transmit the meeting agenda to City staff a minimum of 24 hours prior to the scheduled
meeting time. Direction from City staff would be obtained and the project schedule
reviewed. City to provide existing data and information relevant to the proposed project,
and sample preferred format storm drain plans and specification on disk, if available.
Meeting minutes will be prepared and distributed to attendees within one week of this
meeting. This meeting will ensure that all parties understand all aspects of the project
before any work begins.
B. Utility Coordination
We will mail initial utility notifications to all utility companies that have facilities within the
project limits 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. In addition to the written utility notifications, we will contact the
utility companies by telephone to ensure that written notifications were received and
being acted upon.
We will send out copies of progress submittals to all affected utility companies and notify
them of the anticipated project construction schedule and request any utility potholing
and/or relocations necessary for the construction of the proposed improvements. We
have not included the design of utility relocations. However, we will coordinate directly
with affected utility companies for the relocation of their facilities on behalf of the City.
As with all of our design projects, we will maintain a utility log to track who and when
notifications were sent to and document the responses to the notices. We will copy City
staff on all utility correspondence.
Procurement of a Riverside County Flood Control & Water Conservation District
(RCFC&WCD) Flood Encroachment Permit is not anticipated for this project.
C. Ground Survey/Topographic Base Sheets
Perform topographic ground survey (via survey sub-consultant MSA Consulting). Scope
of work includes!
1) Survey Control
a) Perform boundary survey to locate existing centerline monumentation to
establish horizontal control and basis of bearings.
b) Tie-in NAVD88 benchmark to establish vertical control.
2) Field/Topo Survey
a) Perform cross section survey on 100 foot intervals from lip of gutter to lip of
gutter on Calle Santa Cruz from Mesquite Avenue to Ramon Road and on
Sonora Road from storm drain outlet east to golf course. Cross section
survey will include lip of gutter, pavement crown, utility covers.
b) Open and dip storm drain manholes and catch basin (if accessible) within the
project limits for measurement of pipe invert depths.
c) Prepare manhole and catch basin diagrams including invert elevations,
approximate pipe sizes (if discernable) and direction of flow).
3) Base Mapping
illy
IIIIIIIIIN Harris&Associates
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City of Palm Springs Page 4 of 8
Calle Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
a) Research record maps.
b) Generate centerline, right-of-way lines and property lines based on record
maps and found centerline monumentation.
c) Prepare topographic base sheets in AutoCAD drawing format from collected
survey data at 1"=20' scale.
PHASE II —DESIGN DEVELOPMENT(PRELIMINARY ENGINEERING)
A. Field Review
Perform a comprehensive field review to confirm the completeness/accuracy of the
plans, existing project conditions, conditions that will affect design, etc.
B. Develop Project Elements to 60% level
Develop conceptual designs, and trench sections, related cost estimates, details and
back up calculations to 60% level. Maximizing economy and constructability are
essential to the process. As requested by the City, hydrology or hydraulic analyses of
the mainline storm drain or street capacity is not included in this scope of work.
C. Concept Meeting
Meet with City staff to present preliminary designs and reach concurrence with City staff
on the final design elements. Meeting minutes will be prepared and distributed to
attendees.
PHASE III—CONSTRUCTION DOCUMENTS
Based on the results of Phase II, the final construction documents would be prepared. The
completed plans and specifications will conform to the City requirements. All deliverables will be
computer-generated.
A. Construction Plans
Construction drawings will be developed to the 90% and 100% levels for City review.
The plans will be prepared using the City's standard title block in AutoCAD format,
showing construction elements that conform to the City-approved design concepts. All
construction elements would be clearly defined. It is assumed the City's Contractor will
prepare the Traffic Control Plans, as necessary.
The anticipated list of drawings is as follows:
Description Scale Number of Sheets
Title Sheet N/A 1
Storm Drain Plan and Profile 1"=20' 8
Storm Drain Details various 1
Total Estimated Sheet Count = 10
ii Harris&Associates 10
City of Palm Springs Page 5 of 8
Calle Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
B. Construction Specifications
Prepare a complete set of project specifications in the City's preferred format, using the
City provided 'Boiler Plate" and the "Green Book". The Special Provisions and bid sheet
will be prepared in a format consistent with current City projects.
C. Cost Estimate
Prepare itemized construction quantities and cost estimates (in Excel spread sheet
format).
D. Construction Document Processing
Upon completion of the plans, specifications and cost estimate, submit 3 hard copy sets
(including electronic copy of each to the City for review and comment at the 60%, 90%
and 100% complete stages. Upon final acceptance and approval, provide the City with
utility coordination logs, 24" x 36" plans (ink on double-matte mylar), specifications, and
electronic files of specifications, estimate and plans in formats (PDF and WORD)
compatible with the City's system.
PHASE IV— BIDDING AND CONSTRUCTION ASSISTANCE (Allowance—Time and
Material Basis)
Harris will provide services through the bidding & construction phase as follows:
A. Respond to Questions During Bidding &Attend Pre-Bid Conference
This task will involve responding to Contractor questions during the bid. It is understood
that the City will receive all the questions and issue the responses in order to properly
control the flow of information.
The Project Manager will attend the pre-bid meeting to respond to Contractor questions.
B. Attend Pre-Construction Meetings
The Project Manager will attend the pre-construction meeting as requested by City staff.
C. Response to Request for Information and Request for Change Order
Harris will provide responses to requests for information and change order proposals
submitted by the Contractor. Clarification drawings will be prepared and distributed, as
required.
D. Shop Drawing Review
The shop drawings will be received by the City and transmitted to Harris for review.
Shop drawing reviews will be completed within one week of receipt. It is currently
anticipated that shop drawings will be required for pipe, AC-mix design, concrete, rock
products, shoring, and traffic control plans.
iiHarris &Associates 1 1
City of Palm Springs Page 6 of 8
Calle Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
E. As-Built Drawing Preparation (Allowance —Time and Material Basis)
Contractor and Resident Engineer redline drawings will be used for preparation of as-
built drawing. Deliverables will include:
1 Set Revised Mylar Drawings from electronic revisions (not hand drafted)
• 1 Set Electronic Copy of the Revised Plans in AutoCAD Format
Assumptions & Exclusions: The project scope does not include traffic control plan preparation,
geotechnical investigation, shoring design, environmental document preparation or outside
agency permits, and coordination with private property owners that may have an impact on the
operations of the affected properties. Also not included in the scope are the designs of bio-
swales and/or bio-retention systems to address permanent water quality elements should they
be found to be required, advertising for bids and awarding of construction contracts and copying
and distribution of plans and specifications to the bidders. We assume the City will provide
geotechnical recommendations for shoring & bracing (as necessary), pavement replacement
section (otherwise, assume existing AC thickness pus 1-inch) and trench bedding and backfill.
=Harris&Associates
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City of Palm Springs Page 7 of 8
Calla Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
PROJECT SCHEDULE:
The Schedule of Performance for the project is as follows:
MILESTONE Weeks Following NTP
(end milestone by)
Notice to Proceed (NTP) 0
Project Kick-off Meeting 1
Data Collection / Utility Coordination 1
Ground Survey 3
Field Review 4
Prepare Preliminary (60%) Design Concepts 5
City Review Prelim Design & Meeting 6
Utility Potholing (if needed) 7
Develop 90% PS&E 9
City Review 90% PS&E 11
Develop 100% PS&E 13
City Review 100% PS&E 15
Submit Final Signed Mylars & Specifications 16
M
=Harris&Associates 13
City of Palm Springs Page 8 of 8
Calle Santa Cruz and Sonora Road Storm Drain Design Proposal August 31, 2016
FEES
Harris proposes to provide the services in the previously detailed scope for the total Lump Sump
fee presented below. A Detailed Fee Chart is included on a separate page for your information
and use in evaluating this proposal. The fees should be considered as a negotiable offer. We
would be happy to discuss the fees and their association to our proposed scope of work and make
revisions where mutually agreeable.
TASK FEE
PHASE I: Orientation / Data Collection / Base Sheets.......................$ 20,900
PHASE II: Design Development (Preliminary Engineering) ..............$ 5,460
PHASE III: Construction Documents................................................... 17,620
DESIGN SUBTOTAL LUMP SUM FEE _ $ 43,980
PHASE IV: Bidding & Construction Assistance................................. 1,080
GRAND TOTAL LUMP SUM FEE _ $ 45,060
Optional Additional Scope & Fees:
$ 8,600 to add Geotechnical Investigation (4 total borings)
$ 4,800 to add Utility Potholing (3 total potholes)
The fees above include all printing costs(except for printing of multiple sets for bidding)and would
be invoiced monthly, based on the percentage complete, except for assistance during bidding
and construction which would be performed on an hourly basis and limited to the number of hours
shown in the chart. Outside Agency fees, if any, are not included. We appreciate the opportunity
to be of continued service to the City of Palm Springs and look forward to another successful
project!
Sincerely,
HARRIS &ASSOCIATES
,'
Randall G. Berry, PE
Director, Engineering Services
=Harris&Associates 14
CITY OF PALM SPRINGS !'
Calle Santa Cruz and Sonora Road Storm Drain Project Harris & Associates
Harris&Associates
Table of TaskslPersonneIrFime per Task Aug 31,2016
DIRECT MARK-UP
QA/QC TECH.! COST& ON SUBS
TASKS MGR PROJ.MGR DRFTR. SUBS 10% TOTAL COST
$PER HOUR $220 $170 $100
PHASE I:ORIENTATION/DATACOLLECTIONIBASE SHEETS
Data Collecton/ReviewlKick-Off Meeting&Minutes 2 2 $540.00
B.Utility Coordination 1 4 $570.00
O.Ground Survey(NSA Consulting) 1 $16,800.00 $1,680.00 $18,650.00
Cl.Base Sheets Is Plan&Profile Sheets) 2 8 $1,140.00
Phase I Subtotal 0 6 14 $16,800.00 $1,680.00 $20,900.00
PHASE II:DESIGN DEVELOPMENT
Field Review 8 8 $2,160.00
e.Develop Project Elements to 60%level 8 16 $2,960.00
C.Concept Meeting&Minutes 2 $340.00
Phase II Subtotal 0 18 24 $0.00 $0.00 $5,460.00
PHASE III:CONSTRUCTION DOCUMENTS
A.Construction Plans to 90%level
A1.Title Sheet(1 Total) 1 1 $270.00
A2.Storm Drain Plan&Profile Sheet(8 Sheets at 20'Scale) 20 48 $8,200.00
A3.SO Detail Sheet(1 Sheet) 4 8 $1,480.00
B.Construction Specifications 16 $2,720.00
C.Cost Estimate 1 8 $970.00
D. Construction Document Processing of PS&E
QAtQC Review of PS&E 8 $1,760.06
City Plan Check Review of PS&E(2 rounds)to 90%and 100%level 1 6 12 $2,220.00
Phase III Subtotal 8 48 77 $0.00 $0.00 $17,620.00
Not To Exceed Design Subtotal = $43,980.00
PHASE IV:BIDDING&CONSTRUCTION ASSISTANCE(T&M)
A.Bid Clarifications J Meetings 2 $340.00
B-E.Design Assistance During Caret Submittal Reviews/RFI's! "As-Builts" 2 4 $740.00
Phase IV Subtotal 1 0 1 4 1 4 1 $0.0011 $0.0011 $1,080.00
Not To Exceed Hourly T&M Bid & Const Phase Total= $1,080.00
GRAND TOTAL HOURS 1 8 1 76 1 119 1
GRAND TOTAL COSTS —F—$1,760.001 $12,920.00 $11,900.00 $16,800.00 $1,680.00 $45,060.00
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