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<,FO , City Council Staff Report
DATE: April 20, 2016 CONSENT CALENDAR
SUBJECT: APPROVAL OF AMENDMENT NO. 3 IN THE AMOUNT OF $39,738 TO
THE PROFESSIONAL SERVICES AGREEMENT NO 5985 WITH
MICHAEL BAKER INTERNATIONAL INC. TO COMPLETE ADDITIONAL
CONSTRUCTION MANAGEMENT AND SUPPORT SERVICES FOR
THE TRAFFIC MANAGEMENT CENTER (TMC) AND TRAFFIC SIGNAL
SYNCHRONIZATION PROJECT, CITY PROJECT 08-04
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
Approval of Amendment No. 3 to the professional services agreement with Michael
Baker International is recommended to include additional construction management
services associated with the construction of a new Traffic Management Center ('TMC°)
and traffic signal interconnect and synchronization improvements at traffic signals
located throughout the City.
RECOMMENDATION:
1. Approve Amendment No. 3 in the amount of $39,738 to Professional Services
Agreement No. 5985 with Michael Baker International, Inc. (formerly known as RBF
Consulting) for a revised total contract amount of $659,451 to complete additional
construction management and support services; and
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On January 21, 2015, the City Council awarded a construction contract to Aegis ITS,
Inc., for the Traffic Management Center and Citywide Traffic Signal Interconnect
Project, City Project No. 08-04, (the "Project'), and approved Amendment No. 1 to
Agreement No. 5985 with RFB Consulting (now known as Michael Baker International
["MBI"]), to include construction management services for the Project. A copy of the
January 21 , 2015, staff report is included as Attachment 1.
ITEM NO.- ��
City Council Staff Report
April 20. 2016-- Page 2
Amendment No. 3 to Agreement A5985
Construction of the Project has continued throughout the year, however, delays in
obtaining traffic signal equipment (beyond the control of the contractor) required an
extension of time to complete the Project. On November 4, 2015, the City Council
approved Amendment No. 2 to Agreement No. 5985 with MBI to provide an additional
budget of $53,250 to account for an extended construction period; a copy of the
November 4, 2015, staff report is included as Attachment 2.
As the construction of the Project has continued, the City's contractor determined and
staff agreed that existing copper Signal Interconnect Cable (SIC) providing
communication between some of the City's traffic signals have failed. Failure of the SIC
required the Contractor to perform additional work, and for the City to provide additional
working days to the contract, sufficient to allow the City's contractor to complete the
improvements necessary to replace the existing SIC with new SIC. An additional 21
days was approved for this work. Accordingly, it is necessary to increase the budget
available for MBI to continue providing construction administration and inspection
services during the extended construction period due to the unforeseen failure of the
existing SIC that requires replacement.
MBI has provided a request for a budget adjustment of $39,738; staff has reviewed the
additional budget request and recommends approval of Amendment No. 3 to
Agreement No. 5985 to provide the continued construction administration and
inspection support services required for the project. A copy of Amendment No. 3 is
included as Attachment 3.
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 maintenance of existing highways and streets and allows for
implementation of traffic signal modifications and installation of facilities for health and
safety reasons, therefore the Project is considered categorically exempt from CEQA. A
copy of the CEQA Notice of Exemption is included as Attachment 4.
FISCAL IMPACT:
Sufficient funds are currently budgeted and available to approve Amendment No. 3 in
the amount of $39,738 to the Professional Services Agreement with MBI (formerly
known as RBF Consulting) from the Local Measure A Fund, Account 134-4498-50272.
oa
City Council Staff Report
April 20, 2016-- Page 3
Amendment No. 3 to Agreement A5985
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, E
Assistant City Manager/City Engineer City Manager
Attachments:
1. January 21, 2015, staff report
2. November 4, 2015, staff report
3. Amendment No. 3
4. CEQA — Notice of Exemption
03
ATTACHMENT 1
04 �
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LMM City Council Staff Report
DATE: January21, 2015 NEW BUSINESS
SUBJECT: AWARD A CONSTRUCTION CONTRACT TO AEGIS ITS, INC., A
CALIFORNIA CORPORATION, IN THE AMOUNT OF $2,078,080.40,
AND APPROVE AMENDMENT NO. 1 IN THE AMOUNT OF $276,738 TO
THE PROFESSIONAL SERVICES AGREEMENT WITH RBF
CONSULTING FOR CONSTRUCTION MANAGEMENT SERVICES FOR
THE TRAFFIC MANAGEMENT CENTER AND CITYWIDE TRAFFIC
SIGNAL INTERCONNECT/SYNCHRONIZATION PROJECT, CITY
PROJECT 08-04, FEDERAL AID PROJECT NO. CML 5282 (031)
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY:
Award of this contract will allow the City to proceed with construction of a new Traffic
Management Center ("TMC") and traffic signal interconnect and synchronization
improvements at traffic signals located throughout the City. An amendment to the
professional services agreement with RBF Consulting is recommended to include
turnkey construction management services (contract administration, materials testing,
and inspection).
RECOMMENDATION:
1. Award a construction contract (Agreement No. ) to Aegis ITS, Inc., a California
corporation, in the amount of $2,078,080.40 for the Traffic Management Center and
Citywide Traffic Signal Interconnect Project, City Project No. 08-04, Federal Aid
Project No. CML 5282 (031);
2. Approve and Authorize the City Manager to approve and execute construction
contract change orders up to a cumulative amount of 5% of the contract amount
($103,940);
3. Approve Amendment No. 1 to Agreement No. 5985 with RBF Consulting, in the
amount of $276,738, for a total contract amount of $524,259 for the Traffic
Management Center and Citywide Traffic Signal Interconnect Project, City Project
No. 08-04, Federal Aid Project No. CML 5282 (031); and
ITEM NO..�
05
City Council Staff Report
January 21, 2015 -- Page 2
TMC and Traffic Signal Interconnect/Synchronization (CP 08-04)
4. Authorize the City Manager to execute all necessary documents.
BACKGROUND:
The Coachella Valley Association of Governments ("CVAG") Executive Committee
approved a Call for Projects for CVAG and its member jurisdictions using CVAG's
allocation of Congestion Mitigation and Air Quality ("CMAQ") funds made available
through the prior highway funding bill, the Safe, Accountable, Flexible, Efficient
Transportation Equity Act: A Legacy for Users ("SAFETEA-LU"). The Public Works and
Engineering Department responded to CVAG's Call for Projects for CMAQ funding,
requesting consideration of funding to analyze all of the City's arterial corridors to
upgrade the traffic signal interconnect systems with current technology, and to create a
modem traffic management center at City Hall. The purpose of the City's request is to
repair and improve all of the existing traffic signal interconnect systems with modern
systems that are capable of being remotely monitored and have greater reliability.
Associated with the project was traffic engineering analysis to obtain existing traffic
volume turning counts at key major intersections along the interconnected corridors
from which new updated traffic signal interconnect timing plans were prepared and
implemented.
The Public Works Department's request to CVAG was for $1,843,000 in CMAQ federal
funds for an estimated $2,082,000 project, consistent with the CMAQ federal program
reimbursement rate of 88.53% of project costs. CVAG received 28 requests for CMAQ
funding from its member jurisdictions, requesting a total of $30,610,112 in funding. The
requests were evaluated by a Review Panel, and the City's request was ranked in 8th
place of the 28 requests received. The CVAG Executive Committee subsequently
approved the list of projects to receive CMAQ funding, and the projects were later
added to the Regional Transportation Improvement Plan.
On June 2, 2010, the City Council approved an agreement with RBF Consulting, in the
amount of $247,521 for environmental and traffic engineering design services for the
Traffic Management Center and Citywide Traffic Signal Interconnect Project (City
Project 08-04), Federal Aid Project No. CML-5282(031), (the "Project"). The Project is
made possible by the federal CMAQ funds awarded to the City by CVAG. The City's
consultant, RBF Consulting, previously completed the environmental studies,
construction plans, specifications and estimates, and the Project was ready for
advertising and bidding. The Project includes modifications and upgrades to 80
signalized intersections, importing video and data from signalized intersections within
the City to a new TMC to be located at the Public Works and Engineering Department,
and installation of three thermal/daylight color cameras to monitor the Whitewater River
crossings on Vista Chino, Indian Canyon Drive, and Gene Autry Trail with real-time data
streaming to the new TMC.
Although the federal CMAQ funds were awarded by CVAG, all federal highway funds,
including CMAQ funds, are ultimately administered by the California Department of
06
City Council Staff Report
January 21, 2015-- Page 3
TMC and Traffic Signal Interconnect>Synchronization (CP 08-04)
Transportation ("Caltrans") after they are allocated to local agencies. On April 4, 2014,
the Public Works and Engineering Department received authorization from Caltrans to
proceed with construction of the Project. On September 3, 2014, the City Council
reviewed and approved the plans, specifications, and estimates and authorized staff to
proceed with bidding. On September 5 and 12, 2014, the Project was advertised for
bids, and at 3:00 p.m. on October 7, 2014, the Procurement and Contracting Division
received four construction bids from the following contractors:
Com an Location Bid Amount
Flatiron Electric Group, Inc. Chino, CA $2,080,525.00
Aegis ITS, Inc. Anaheim, CA $2,094,872.23
CS Construction, Inc. Phoenix, AZ $2,269,420.00
DBX, Inc. Temecula, CA $2,636,818.00
RBF Consulting's final engineer's estimate was $1,480,000. Given that the original four
bids exceeded the engineer's estimate, on November 5, 2014, the City Council rejected
all four bids and directed staff to re-advertise for new bidding; it was RBF Consulting's
opinion that modifying the bid specifications to allow Contractors with C-10 (general
electrical contractors) and C-7 (low-voltage electrical contractors) licenses to bid would
facilitate lower overall bid prices.
Pursuant to the direction given by City Council, the Project was re-advertised for bidding
on November 8 and 15, 2014, and at 3:00 p.m. on December 9, 2014, the Procurement
and Contracting Division received three construction bids from the following contractors:
Company Location Bid Amount
Aegis ITS, Inc. Anaheim, CA $2,078,080.40
Flatiron Electric Group, Inc. Chino, CA $2,079,915.00
DBX, Inc. Temecula, CA $2,354,242.00
A full bid summary is included as Attachment 1. As shown, the bids received are in
excess of the final engineer's estimate prepared by RBF Consulting, despite efforts to
allow for bidding by Contractors with C-7 and C-10 licenses.
Aegis ITS, Inc., of Anaheim, California submitted the lowest responsive bid. Staff
reviewed the bid, references, and contractor's licenses, and found the Contractor to be
properly licensed and qualified. A construction contract with Aegis ITS, Inc., for the
Project is included as Attachment 2.
Local Business Preference Compliance
Section 7.09.030 of the Palm Springs Municipal Code, "Local Business Preference
Program," requires prime contractors to use good faith efforts to sub-contract the supply
of materials and equipment to local business enterprises and to sub-contract services to
businesses whose work force resides within the Coachella Valley; submission of good
07
City Council Staff Report
January 21, 2015--Page 4
TMC and Traffic Signal Interconnect/Synchronization(CP 08-04)
faith efforts is required. However, Section 7.09.030 does not apply to projects that
receive state or federal funding which preclude the application of local preferences.
City Council Approval of Contingency Funds
Given the size and scope of the Project, staff recommends that the City Council
delegate authority to the City Manager to approve and execute construction contract
change orders up to a cumulative amount of 5% of the contract amount equivalent to
$103,904. The Assistant City Manager/City Engineer will carefully evaluate any
additional or extra work claims represented by Aegis ITS, Inc., and if valid, submit to the
City Manager for his approval. In this way, work can proceed uninterrupted as the City
Manager and Assistant City Manager/City Engineer administratively process
construction contract change orders up to the authority specifically delegated herein by
the City Council.
Construction Management/Administration
The Project requires highly technical traffic signal and electrical inspections, in addition
to the full contract oversight and administration required given the federal funding
allocated to it; with limited staff resources currently available it is recommended that the
City Council amend the professional services agreement with RBF Consulting to include
"Phase 3 — Construction Administration Services." The original scope of the agreement
was intended to allow for these additional services to be added at the discretion of the
City Council; staff has negotiated with RBF Consulting on the required scope of
services, and prepared an amendment to the agreement on the basis of a 160 working
day construction schedule. The total budget for the construction phase services is
$276,738 which represents 13% of the construction contract amount; construction
phase services generally vary between 10% to 15% of the construction cost depending
upon the technical requirements and the duration of the contract. A copy of the
proposed amendment is included as Attachment 3.
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 maintenance of existing highways and streets and allows for
implementation of traffic signal modifications and installation of facilities for health and
safety reasons, therefore the Project is considered categorically exempt from CEQA. A
copy of the CEQA Notice of Exemption is included as Attachment 4.
On July 26, 2012, Caltrans, acting as the lead agency pursuant to the National
Environmental Policy Act ("NEPA"), made an environmental determination that the
08
City Council Staff Report
January 21, 2015-- Page 5
TMC and Traffic Signal Interconnect/Synchronization(CP 08-04)
Project does not individually or cumulatively have a significant impact 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 unusual circumstances pursuant to 23 CFR 771.117(b). On the basis of 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, 2010,
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(d) pursuant to activity (d)(2). A copy of the NEPA
Categorical Exclusion is included as Attachment 5.
FISCAL IMPACT:
The City has received a federal CMAQ grant of $1,843,000 for the Project, with
$199,000 allocated to the design phase and $1,644,000 allocated to the construction
phase. Previously, the City budgeted $201,652 from Fund 133 (Special Gas Tax
Improvement), and $54,295 from Fund 134 (Measure A Improvements) for the Project.
The Project's overall budget, and incurred expenditures, is identified in Table 1:
Table of Project Costs Amount
CMAQ Federal Aid Grant $1,843,000
Gas Tax Fund Prior Year Allocation $201,652
Measure A Fund Prior Year Allocation $54,295
Measure A Fund New Allocation $672,567
Design Services $247,521
Project Administration (through 1/12/15 $45,271
Project Administration Estimated $20,000
Construction Management $276,738
Construction Contract $2,078,080
Construction Contingency $103,904
Remaining Balance $0
Table 1
The Project has not, and will not, require any General Fund (Fund 001) or Measure J
Fund (Fund 260) budget. As shown in Table 1, an additional allocation of $672,567
from Fund 134 (Measure A Improvements) will be required to facilitate the final cost of
the Project. The additional Measure A funds are available with existing Fund 134
balance previously appropriated to other projects that have been completed, and does
not require a separate appropriation by the City Council; an internal off-setting balance
adjustment will be processed administratively to accommodate the City Council's award
of contract.
Funds to encumber for award of the construction contract in the amount of
09
City Council Staff Report
January 21, 2015 -- Page 6
TMC and Traffic Signal Interconnect/Synchronization (CP 08-04)
$2,078,080.40 with Aegis ITS, Inc., are available from the following accounts:
• 26 1-4491-5 0 266, $1,644,000
• 133-4298-50266; $152,736.97
• 134-4498-50272; $281,343.43
Funds to encumber for approval of the amendment to the professional services
agreement with RFB Consulting in the amount of $276,738 are available from the
following account:
0 134-4498-50272; $276,738
Sufficient funds remain available in Measure A account 134-4498-50272 to facilitate the
City Council's delegation of authority to the City Manager to approve and execute
construction contract change orders up to a cumulative amount of 5% of the contract
amount equivalent to $103,904.
SUBMITTED
Prepared by:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready,
City Manager
Attachments:
1. Bid Summary
2. Construction Contract
3. CEQA Clearance: Notice of Exemption
4. NEPA Clearance: Categorical Exclusion
5. Amendment No. 1 to Agreement 5985
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ATTACHMENT 2
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C4tIF0RN,P• City Council Staff Report
DATE: November 4, 2015 CONSENT CALENDAR
SUBJECT: APPROVE AMENDMENT NO. 2 IN THE AMOUNT OF $95,454 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH RBF CONSULTING
(NOW KNOWN AS MICHAEL BAKER INTERNATIONAL), FOR
ADDITIONAL CONSTRUCTION MANAGEMENT SERVICES FOR THE
TRAFFIC MANAGEMENT CENTER AND CITYWIDE TRAFFIC SIGNAL
INTERCONNECT PROJECT, CITY PROJECT 08-04, FEDERAL AID
PROJECT NO. CML 5282 (031)
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY:
Approval of Amendment No. 2 to the professional services agreement with Michael
Baker International is recommended to include additional construction management
services associated with the construction of a new Traffic Management Center ("TMC")
and traffic signal interconnect and synchronization improvements at traffic signals
located throughout the City.
RECOMMENDATION:
1. Approve Amendment No. 2 to Agreement No. 5985 with RFB Consulting (now
known as Michael Baker International), in the amount of $95,454 for a total contract
amount of$619,713 for the Traffic Management Center and Citywide Traffic Signal
Interconnect Project, City Project No. 08-04, Federal Aid Project No. CML 5282
(031); and
2. Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On January 21, 2015, the City Council awarded a construction contract to Aegis ITS,
Inc., and approved Amendment No. 1 to Agreement No. 5985 with RFB Consulting
(now known as Michael Baker International), to include construction management
services. A copy of the January 21, 2015, staff report is included as Attachment 1.
ITEM NO. �L
12
City Council Staff Report
November 4, 2015 --Page 2
Amendment No, 2 to Agreement A5985
to include construction management services for the Project. A copy of the January 21,
2015, staff report is included as Attachment 1.
Construction of the Project has continued throughout the year, however, delays in
obtaining traffic signal equipment (beyond the control of the contractor) required an
extension of time to complete the Project. Included as part of Amendment No. 2 to
Agreement No. 5985 with Michael Baker International is an additional budget of$53,250
to account for an extended construction period; continued support is recommended to
ensure the continued full oversight of the contractor for compliance with federal
regulations applicable to the Project.
The scope of the Project includes upgrading many of our traffic signals with wireless
communication, and adding new video detection cameras to those traffic signals using
the older inductive loop technology. The City implemented video detection technology
soon after the technology was made commercially available, and at some traffic signals
the video detection cameras have reached the end of their useful life (10 years or
more). These older video detection cameras continue to function, but will fail over time
which will disrupt the new traffic signal interconnection system. So, to avoid this
potential failure, staff recommends replacement of these existing older video detection
cameras. Included as part of Amendment No. 2 is payment in the amount of $42,202
for the acquisition of 49 video detection cameras to replace these older existing video
detection cameras that were not originally included in the scope of the Project.
A copy of Amendment No. 2 is included as Attachment 2.
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 maintenance of existing highways and streets; inclusive of traffic signal
modifications and installation of facilities for health and safety, the Traffic Management
Center (TMC) and Citywide Traffic Signal Synchronization project, City Project No. 08-
04, is considered categorically exempt from CEQA.
Since the project involves federal funds, it is also subject to the environmental review
under the National Environmental Policy Act (NEPA). Caltrans provided the oversight
for the NEPA processes and has determined that this project is a Categorical Exclusion
under Section 6004, 23 CFR 771.117(d): activity(d)(2).
13
City Council Staff Report
Novem ber 4, 2015—Page 3
Amendment No. 2 to Agreement A5985
FISCAL IMPACT:
The City has received a federal Congestion Mitigation Air Quality (CMAQ) grant of
$1,843,000 for the Project, with $199,000 allocated to the design phase, $1,644,000
allocated for the construction phase. Previously, the City budgeted $201,652 from Fund
133 (Special Gas Tax Improvement), and $1,608,051 from Fund 134 (Measure A
Improvements)for the Project. The Project's overall budget, and incurred expenditures,
are identified in Table 1 :
Table 1
Table of Project Costs Amount
CMAQ Federal Aid Grant $1,843,000
Gas Tax Fund $201,652
Measure A Fund $1,608,051
Design Services $247,521
Project Administration (through 10/02/15 $52,000
Project Administration Estimated $10,000
Construction Management $372,192
Construction Contract $2,080,000)
Construction Contingency $103,094
Remaining Balance $787,896
Funds to encumber for approval of Amendment No. 2 in the amount of $95,454 are
available in Local Measure A account 134-4498-50272.
SUBMITTED
Prepared by:
Marcus L. Fuller David H. Ready,
Assistant City Manager/City Engineer City Manager
Attachments:
1. Staff Report: January 21, 2015
2. Amendment No. 2 to Agreement No. 5985
14
ATTACHMENT 3
15
AMENDMENT NO. 3
TO AGREEMENT NO. 5985
PROFESSIONAL SERVICES AGREEMENT FOR CONSTRUCTION MANAGEMENT
SERVICES TO THE CITY OF PALM SPRINGS TRAFFIC SIGNAL
INTERCONNECT/SYNCHRONIZATION, CITY PROJECT NO. 08-04
FEDERAL PROJECT NO. CML 5282 (031)
THIS THIRD AMENDMENT TO Agreement No. 5985 for professional engineering and
construction management services, (herein "Amendment') made and entered into on the
day of 2016, by and between CITY OF PALM SPRINGS, a California charter City
and municipal corporation, (herein "City"), and Michael Baker International, INC., (herein
"Consultant'), is hereby amended as follows
RECITALS
WHEREAS, City and Consultant entered into that Agreement No. 5985 to provide professional
engineering and construction management services in the City of Palm Springs ("Agreement'),
as dully amended from time to time;
WHEREAS, City requests Consultant to provide for design and construction management
services for the City-wide upgrade of traffic signal synchronization and install a new Traffic
Management Center(TMC) at the Palm Springs City Hall; and
WHEREAS, the parties wish to amend the Agreement to extend the contract, to add additional
construction management services associated with the TMC and Traffic Signal Synchronization
change order work being completed by the Contractor;
Section 1. Scope of Services, Exhibit "A", is hereby amended by adding those services
identified in the attached Exhibit "A", Scope of Services.
Section 2. Section 2.1, Compensation of Consultant, is hereby revised to reflect the total
amended contract amount as herein specified by this Amendment No. 3. The Schedule of
Compensation, Exhibit "E", is hereby amended and increased by $39,738 to add these
additional services:
16
AMENDMENT3 ORIGINAL AMENDMENTI AMENDMENT2 TOTAL
CONTRACT
TOTAL
TOTAL TOTAL TOTAL
TASK DESCRIPTION Hours
PHASE 1 A2—ORIGINAL CONTRACT $247,521 $247,521
AMENDMENTS
PHASE 3- CONSTRUCTION ADMIHISTRATKIN SERVICES
3.1 Pre-Construction Meeting Attendance 0 $0 $2,550 $0 $2550
32 Shop Drawing Review 4 $576 515,658 $0 517244
3.3 Respond to Requests for information 4 $576 $13228 $0 $13.804
Construction,Management,Administration,
3.4 and Inspection 240 S33.600 $159.088 $53.250 $245,938
3.5 QualdyAssuraince Plan 0 $0 512,088 $0 $12,008
3.6 1 Miscellaneous Construction Support 18 $2,592 $65508 s0 $68.100
37 Final Record Drawings 1 24 $2394 $608 $0 $3002
PHASE 3--SUBTOTAL 2M $39,738 5269,778 551,250 $362,726
PHASE 4—Replacement of Video Detection Cameras
PHASE 4—Furnish and Install hens Color
Camera Assembly-Model CAM-RZ4A-WDR
Imager,115VAC,NTSC wl EDCO
RMCx1.05-Video Coax Suppression
4.1 lConnectorless Termination) So So S42,2o4 542—AN
Reimbursable Expenses $0 $7,000 $0 $7,000
AMENDMENT TOTAL $39,739 $276,739 $95,454 $411,93(1
ORIGINAL CONTRACT TOTAL $247,521 $247,521
NEW GRANDTOTAL $659.451
Total maximum contract amount: $659,451
Section 3. Time for Completion, Consultant shall provide the services provided herein by this
Amendment as directed by City. Section 3.0 "Schedule of Performance' is hereby revised to
reflect the term until April 28, 2016 or after which the project is closed out and accepted by the
City and Caltrans as per the attached "Exhibit F"
Section 4. Full force and effect: Except as otherwise previously modified herein, all other
provisions of the Agreement shall remain in full force and effect.
17
IN WITNESS WHEREOF, the parties have executed and entered into the Amendment
as of the date first written below.
ATTEST: CITY OF PALM SPRINGS, a California
charter city and municipal corporation
By: By:
James Thompson David H. Ready
City Clerk City Manager
APPROVED AS TO FORM:
By:
Douglas Holland
City Clerk
CONSULTANT NAME:
By: Michael Baker International Inc.
Check one:_Individual_Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer,Assistant Treasurer, or Chief Financial Officer).
By: Notarized Signature of Chairman of Board, President By: Notarized Signature Secretary, Asst. Secretary,
or any Vice President Treasurer,Asst. Treasurer or Chief Financial Officer
By: By:
Signature (notarized) Signature(notarized)
Name: Name:
Title: Title:
18
EXHIBIT "A"
SCOPE OF SERVICES
TMC AND CITYWIDE TRAFFIC SIGNAL INTERCONNECT/SYNCHRONIZATION
CITY PROJECT NO. 08-04
FEDERAL PROJECT NO. CML 5282 (031)
Amend Phase Three - "Construction Administration Services" to include the following additional
services:
Michael Baker International (Consultant) is submitting this Extra Work Request for additional efforts
required to complete the construction phase of the project. The Contractor has submitted a change
order that will add 36 days to the construction schedule for additional work that the City has requested.
Amendment 2 requested an additional 19 days for construction management. This amendment
requests the amount needed for an additional 21 days to correlate with the completion date and
provided additional time for project closeout of the contractor. The Contractor requires extra time to
complete the project because the existing copper Signal Interconnect Cable (SIC) does not have
continuity at five (5) segments. The following segments require new SIC.
1. N. Palm Canyon from Tachevah to Tamarisk
2. S. Palm Canyon from Sunny Dunes to Mesquite
3. S. Palm Canyon from Morongo to E. Palm Canyon
4. Tahquitz Canyon from Caballeros to El Segundo
5. Tahquitz Canyon from Sunset to Sunrise Way
During the design phase existing Copper SIC was tested in design by Siemens, and found to have
sufficient continuity. The contract plans and specifications state that the Contractor is responsible
for testing the Existing Copper interconnect to ensure the copper was not damaged since the test
that occurred during the design phase. The contractor tested the Copper SIC and found five (5)
segments that to have no continuity. The existing SIC will be replaced with same conductor cable
and terminated. A report generated by the contractor describing the results of the continuity test is
provided in the Contractor Change order.
Michael Baker International Staff will be required to continue construction management and inspection
activities through the completion of the project. In addition, Consultant will continue to provide
construction support activities for the additional work. In general, the scope of extra work is described
as follows:
Task 5 Shop Drawing Review
The Consultant Team will review shop drawing submittals for conformance to design for the
additional work to be completed by the Contractor. The fee is based upon one review of each
submittal and one back-check of resubmittals. Additional shop drawings will be reviewed for
equipment and materials associated with the following additional work to be performed by the
Contractor:
• Install New SIC along Tahquitz Canyon Drive and Palm Canyon Drive.
Task 6 Respond to Requests for Information
The Consultant Team will continue to provide responses to the Contractor's requests for
information regarding the additional work to be completed by the Contractor. This task includes
conferring with the City's Resident Engineer regarding the RFI(s) as appropriate. Regularly
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scheduled construction observation is specifically excluded from this task.
Task 7 Construction Management, Administration and Inspection
The Consultant Team will continue all efforts regarding Construction, Administration, and Inspection
defined under Amendment 1 and Amendment 2 - Task 7 for the additional 42 days that have been
requested by the Contractor. There are several regulatory guidelines that apply to this project
including; California Labor Code; Code of Federal Regulations, Title 29, Part 5 (29 CFR Part 5);
regulations of the Federal Highway Administration (FHWA); the California Code of Regulations; and
the United States Department of Labor. The efforts that will continued to be provided as a part of
this amendment include the following:
• Provide appropriate labor compliance information and advice for the Contractor's project
personnel.
• Resolve discrepancies between wage rates/classifications and certified payrolls.
• Provide required process information for complaints and referenced Section 8-2, "Equal
Employment Opportunity," of the Caltrans Local Assistance Procedures Manual.
• Review and confirm all Contractor certified payroll records according to current labor
compliance program policy.
• Verify the accuracy of payrolls and assist the Contractor in correcting and complying with wage
underpayment, discrepant and inadequate payroll Information, substantiation of wages, and
fringe benefits paid.
• Review contract documents and coordinate permit requirements.
• Provide coordination of project activities and prepare reports and documents, as
necessary, for City's review and action.
• Maintain at the project side, on a current basis, a record copy of all contracts, drawings,
specifications, addenda, change orders and other modifications, in good order and marked to
record all changes made during construction, including the shop drawings, product data shop
and mill test reports of materials and equipment, samples, submittals, purchases, materials,
equipment, applicable handbooks, maintenance and operating manuals and instructions, and
other related documents and revisions relevant to the contract work.
• Conduct bi-weekly construction progress meets with Project Design Engineer, Contractor,
Subcontractors, City Staff, other affected outside Agencies, utilities, general public, and
other Consultants to discuss matters such as procedures, progress, problems, and scheduling
and distribute meeting agenda and minutes.
• Coordinate submittal review(s) with the Consultant Project Manager.
• Coordinate with utility companies including SCE for electrical service point(s).
• Provide on-site inspection and testing services of hardware and software installed by
the Integrator/Contractor as they relate to video detection equipment, microwave radios,
network appliances, etc.
• Validate that work of the Integrator/Contractor meets the design criteria of the Project.
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• Validate the performance criteria of all system components by using third party hardware and
software testing tools to ensure bandwidth, performance and data COS performance
standards have been met by the Integrator/Contractor.
• Document all claims and maintain reports for account records.
• Review and analyze the Contractor's schedule (monthly) including activity sequences
and duration, schedule of submittal and schedule of delivery for products with long lead times.
• Work with Contractor to maintain the project schedule to show current conditions and suggest
revisions as required.
• Recommend necessary or desirable changes in the Construction Contractor's scope of work.
• Review and evaluate Contractor's request for changes. Submit recommendations supported
by field data related to any additional work.
• If change orders are accepted by the City, prepare change orders for signature and
authorization by the City.
• Monitor and enforce construction noticing requirements.
• Prepare and maintain field diaries (bound workbooks) during construction, including a
cumulative record of quantities constructed, daily and weekly reports, working day reports,
change order documentation and other documentation.
• Ensure compliance with the construction contract by continuously monitoring, evaluating,
approving or rejecting the Contractor's work in accordance with the approved construction
contract documents.
• Record the progress of the project by maintaining one set of plans with markings and
dimensions in red ink to denote field changes or other corrections.
• Maintain copies of all permits needed to construct the project and enforce special requirements
of each.
• Notify the City when the project, or a designated portion thereof, is substantially complete.
• Obtain evidence of certification of all lien releases.
• Secure and transmit to the City, all required guarantees and warranties in the form of an
Operation and Maintenance workbook.
• Coordinate training with City staff.
• Provide Project Closeout.
Extended working schedule:
The contract specifications specify that the project must be complete after 160 working days.
Working days are defined in the contract specifications as any day except Fridays, Saturdays,
and Sundays, designated holidays, and days in which inclement weather prevents work. Per the
special provisions, the project should be complete on February 11�h, 2016. Thirty-six (36)
working days has been added per the Contract Change Order No. 1 extending this date to April
14, 2016.
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Task 9 Miscellaneous Construction Support
The Consultant Team will continue to assist the City of Palm Springs with miscellaneous
requests including evaluating non-functioning traffic signal equipment, traffic signal operations,
signage/striping needs, and other miscellaneous related items to ensure the City maintains a
functioning citywide traffic signal system and signal communication system. If necessary, the
Consultant Team will provide the City with equipment upgrade recommendations related to the
additional work for the additional copper SIC along Tahquitz Canyon Way and Palm Canyon Drive.
Task 10 Final Record Drawings
The Consultant will furnish the City a complete set of revised original electronic design files and
drawings showing as-built conditions that reflect the additional work for the additional copper SIC
along Tahquitz Canyon Way and Palm Canyon Drive. Revisions will be solely based on as-built
information provided by the Contractor and the City's Resident Engineer. Consultant assumes no
responsibility for the accuracy of the information provided by the Contractor or resident engineer.
END OF EXHIBIT "A"
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EXHIBIT "E"
SCHEDULE OF COMPENSATION
The following is amended to Exhibit "E", Schedule of Compensation
Phase 3 -Construction Administration Services
NO.OF PROJECT CADO CONSTRUCTION AMENDMENT AMENOMENTI TOTAL
MANAGEMENTANO
Slilli ENGINEER TECHNICIAN INSPECTION TOTAL AMENUMENT2
$144 Per hear f&5 P.hour $140 por hour TOTAL
TASK DESCRIPTION Shts Hours 2 4 i F/ours i S 4
PHASE 3--CONSTRUCTION ADMINISTRATION SERVICES
3.1 Pre-Construction Meetma AOendance $0 s0 $0 0 $0 $2.550 S2 550
3.2 Shop Drawing Review 4 $576 s0 $0 4 $576 S16668 $17.244
3.3 Respond to Requests for information 4 $575 s0 $o 4 $576 513.228 $13804
Construction,Management Administration.
3.4 andins eclion $0 s0 240 $33600 240 $33600 $212.338 $245938
3.5 Quality Assurance Plan $0 s0 s0 0 $0 $12.088 $12088
3.6 Miscellaneous Constmclion Support 18 $2.592 $0 $0 18 $2,592 $65.508 $68.100
3.7 Final Record Drawings 6 $864 18 $1530 $0 24 $2394 $608 S3002
SUBTOTAL 72 $4,608 1111 $1,530 1 240 $33,600 290 $39,738 $322,988 $362.726
PHASE 4--Replacement of Video Detection Cameras
PHASE 4—Furnish and Install hens Color Camera Assembly-Model CAM-RZ4A-WDR Imager,115VAC,NTSC wl EDCO
4.1 RMCXI D5-Video Coax Suppression(Connectoness Termination) $0 $42,204 $42,204
Reimbursable Expenses $0 $7,000 $7.000
AMENDMENT TOTAL $39,738 $372,192 $411,930
ORIGINAL CONTRACT TOTAL $247,521
NEW GRANDTOTAL $659,451
Original Contract Amount: $ 247,521
Amendment 1 Increase $ 276,738
Amendment 2 Increase $ 95,454
Previous Grand Total $ 619,713
Amendment 3 Increase $ 39,738
Grand Total of Contract $ 659,451
N
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END OF EXHIBIT "E"
EXHIBIT "F"
SCHEDULE OF PERFORMANCE
The following is added to Exhibit "F" Schedule of Performance:
Phase Three — The Contractor has requested an additional 36 days to the original contract
working days of 160 days. Construction Administration Services shall continue for an additional
21 working days for a total contract period of 200 working days thereafter or when the project is
closed out and accepted by the City and Caltrans.
Original working days: 160
Amendment 2 Added Days 19
Amendment 3 Added Days 21
Total Working Days 200
END OF EXHIBIT "F"
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ATTACHMENT 4
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From:Riverside County Clerk 9514867020 12/29/2014 18:01 #585 P.002/006
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Notice of EXeMption Form 0 i
i
To: [] Office of Planning and Research From;(Public Agency) City of Palm springs
PO Box 3044,1400 Tenth Street,Room 212 32 00 B. Tahqui t z Canyon way
Sacramento,CA 95812-3044
Palm springs, CA 92262
i(J County Clerk- (Addm.,J
County of Riverside
P.O. Box 751
Riverside, CA 92502-0751
Project Title: Traffic Management Center - Traffic Signal Synchronization
Project Location•Specific:
Citywide throughout the City of Palm Springs, . . . -- --
Project Location-City: Palm Springs Project Location-County; Riverside
Description of Project:
The proposed project includes installation of a direct communication link between the k
City's TMC and the City's information technology (IT) hub, installation of three
weather closed circuit television cameras, and upgrade of 80 signalized intersections
citywide by installing conduit, cables, pull boxes from traffic signal poles to the
traffic signal cabinets. All work will be within the existing Right of Way.
Name of Public Agency Approving Project: City of Palm Springs
Name of Person or Agency Carrying Out Project: City of Palm Springs RIVERSIDE COttmcT'v I i_lJ
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Exempt Status: (check one) APR 0 9 2014
❑Ministerial(Sec.21080(b)(t); 15268); j
[]Declared Emergency(Sec.21080(b)(3);15269(a)); LARRY W.WARD,CLERK
❑Emergency Project(Sec.21080(b)(4);15269(b)(c)); By �3.--e T.Buie
10 Categorical Exemption.State type and section number: 15301(c) & (f) Existing Facilities oePmy
❑Statutory Exemptions.State code number:
Reasons why project is exempt: j
This TMC and Traffic Signal Synchronization project will provide the City the ability i
to monitor traffic intersections while synchronizing traffic signals with existing j
facilities within the city's existing right of way.
Lead Agency
Contact Person: Savat Khamphou Area Codefrelephone/Extension: (760) 323-8253
I
if 11led by applicant: i
I.Attach certified o in t of mption finding.
2.Has a Notice o tion n filed by the public agency approving the project? iZ Yes ❑No
Signature: Oyrptp;- 3/26/2014 Title: Asst Oir of Publ Wrks �.
Signed by
Lead A nc Ivey Dt"�Iti00Fk[.r�ttrm�n:;iioi:
W g ge Y
Date receiLed;foY:Tilins at OPR:
❑Signed by Applicant
APR 0 1
Govemoes Office of Planning and Research (, ( 27
Pcrr ry �C -
Gl..+.. ei fii0_!ctn :yf. lsi;FinllF
From:Aiverside County Clerk 9514867020 12129/2014 18:00 #585 P.001/006
it
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STATE OF CALIFORNIA•THE RESOURCES AGENCY
DEPARTMENT OF FISH AND GAME
ENVIRONMENTAL FILING FEE CASH RECEIPT
Receipt#: 201400198 i
State Clearinghouse#(if applicable);
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Lead Agency: CITY OF PALM SPRINGS Date: 04/09/2014
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i
Connry.49-eyofFiling: Riverside Document No: 201400198
Project Title: TRAFFIC MANAGEMENT CENTER-TRAFFIC SIGNAL SYNCHRONIZATION
Project Applicant Name: CITY OF PALM SPRINGS Phone Number: 760-323-9253 iI
Project ApplcantAddreas: 3200 E.TAHQUITZ CANYON WAY PALM SPRINGS,CA 92262
ProjeGApplinaw: Local Public Agency
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}
CHECKAPPLLCABLE FEES
❑Enviranmemtgt Impact Report
❑Negative Declaration
❑Application Fee Water Diversion(State Water Resources Control Board Only)
❑Project Subject to Cerdjed Regulatory Programs
®CountyAdmintstration Fee $50.00
Pr ct that is exe I] oje mplfrom fees(DFG No 6fject Determlmatlon(Form AttachedJJ
®Project that is exempt jFom fees(Notice 4f ExempllomJ
Total Received $50.00 j
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Sgnature and title of person receiving pymeni:
i
Notes:
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