HomeMy WebLinkAbout1/13/2016 - STAFF REPORTS - 2.U..&LM
Citv Council Staff Report
Date: January 13, 2016 CONSENT CALENDAR
Subject: AUTHORIZE AN INCREASE IN THE AMOUNT OF $24,850 TO
PURCHASE ORDER 15-1320 ISSUED TO ALBERT A. WEBB
ASSOCIATES FOR THE GENE AUTRY TRAIL AT VISTA CHINO
IMPROVEMENTS, FEDERAL AID PROJECT NO. CML 5282 (045), CITY
PROJECT NO. 14-13
From: David H. Ready, City Manager
Initiated by: Public Works & Engineering Department
SUMMARY
Approval of this action will allow authorize additional environmental services provided by
Albert A. Webb Associates required for the Gene Autry Trail at Vista Chino
Improvements, Federal Aid Project No. CML 5282 (045), City Project No. 14-13.
RECOMMENDATION:
1) Authorize an increase in the amount of $24,850 to Purchase Order 15-1320 with
Albert A. Webb Associates for revised total amount of $86,450 for the Gene Autry
Trail at Vista Chino Improvements, Federal Aid Project No. CML 5282 (045), City
Project No. 14-13; and
2) Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On November 6, 2013, the City Council approved Agreement No. 6443 with Albert A.
Webb & Associates ("Webb") for on -call traffic engineering design services on an as
needed basis.
In December 2013, the Coachella Valley Association of Governments ("CVAG") issued a
call for projects for federal funding made available to CVAG through the Moving Ahead for
Progress in the 21 st Century ("MAP 21 ") federal transportation bill, through its Congestion
Management and Air Quality ("CMAQ") Program. CVAG invited public agencies to submit
projects with a minimum cost of $200,000 that would improve air quality, and included
ITEM NO. I
City Council Staff Report
January 13, 2016 — Page 2
Increase PO 15-1320 (Albert A. Webb Associates) CP 14-13
eligible projects such as congestion reduction and traffic flow improvements involving
intersection improvements with new turning Lanes. At that time, staff recommended the
City submit an application for funding to improve the Gene Autry Trail / Vista Chino
intersection to add a second northbound left -turn lane to reduce traffic congestion at the
intersection.
Staff estimated the construction cost of these improvements at $278,100 with an
additional $48,400 estimated for the environmental and design costs, for a total cost of
$326,500. On April 1, 2014, the City submitted a formal request to CVAG for federal
funding, requesting $246,200 in CMAQ federal funds with a local contribution of $31,900
for the construction of the proposed improvements. Subsequently, on July 28, 2014, the
CVAG Executive Committee reviewed and approved the City's grant application and
awarded the City $246,200 in federal CMAQ funds allocated to CVAG. Notice of award
was provided by letter from CVAG dated September 2, 2014.
Staff commenced work on the Gene Autry Trail at Vista Chino Improvements, Federal Aid
Project No. CIVIL 5282 (045), City Project No. 14-13, (the `Project") in 2015, and
requested proposals from its various on -call engineering firms to provide environmental
and engineering design services for the Project. On April 6, 2015, the City received a
proposal from Webb in the amount of $61,600 to provide the requested services, and
subsequently on April 15, 2015, the City Council approved the work proposal and
authorized a Purchase Order to be issued to Webb in accordance with its on -call
agreement; a copy of the April 15, 2015, staff report is included as Attachment 1.
Purchase Order 15-1320 has been issued to Webb to facilitate performance of the
requested services for the Project.
Construction of the Project involves existing arterial streets within developed rights -of -
way, and the original scope of environmental services to be provided by Webb excluded
the need for individual technical studies on the assumption that there would be no
potential environmental impacts associated with the Project. However, the Project
requires approval from the California Department of Transportation ("Caltrans") as it
affects Highway 111 and is facilitated with federally funding, with Caltrans acting as the
federal lead agency in accordance with the National Environmental Policy Act ("NEPA").
During preliminary environmental review of the Project by Caltrans, Caltrans has
determined that the following environmental technical studies will be required for the
Project:
• Air Quality
• Hazardous Material/Hazardous Wastes Initial Site Assessment (Phase 1)
• Cultural Resources — APE Map, HPSR, ASR, along with coordination with local
preservation groups and/or Native /American Tribes
Therefore, staff requested and received a proposal from Webb to prepare the required
technical studies; a copy of Webb's proposal is included as Attachment 2.
02
City Council Staff Report
January 13, 2016 — Page 2
Increase PO 15-1320 (Albert A. Webb Associates) CP 14-13
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 existing highways and streets, sidewalks, gutters, bicycle and pedestrian
trails, and similar facilities (this includes road grading for the purpose of public safety)
involving a minor alteration of existing public or private structures or facilities; therefore,
the Gene Autry Trail at Vista Chino Improvements, City Project No. 14-13, is considered
categorically exempt from CEQA, and a Notice of Exemption will be prepared and filed
with the Riverside County Clerk prior to construction.
The Project is funded, in part, by federal funds, requiring local oversight by the State of
California, Department of Transportation ("Caltrans"). As a federally funded project, the
Project is subject to environmental review pursuant to the National Environmental Policy
Act ("NEPA"). Caltrans, acting as the lead agency pursuant to NEPA, will make an
environmental determination after reviewing all required environmental technical studies
and consultation with jurisdictional agencies have been completed.
FISCAL IMPACT:
The City has received a federal CMAQ grant of $246,200 for the Project which is
allocated to the construction phase. All preliminary environmental and engineering
design phase work will be funded with local funds. Previously, the City budgeted
$361,600 from the Local Measure A Fund (Fund 134) for the Project. The Project's
overall budget and incurred expenditures are identified in Table 1:
Table of Project Costs I Amount
HBP Federal Aid Grant
1 $246,200 1
Measure A Fund
1 $361,600
Design Services
1 ($61,600)
Project Administration (through 1/5/16)
1 ($0)
Project Administration (Estimated)
I ($10,000) l
Construction Engineering (Estimated)
($40,000) 1
Construction (Estimated)
($278,100)
Remaining Balance
$218,100
Table 1
03
City Council Staff Report
January 13, 2016 — Page 2
Increase PO 15-1320 (Albert A. Webb Associates) CP 14-13
Funds to encumber for approval of the additional environmental services in the amount
of $24,850 are budgeted and available from the Local Measure A Fund, Account 134-
4498-50329.
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Attachments:
1. April 15, 2015 staff report
2. Webb Proposal
David H. Ready, Es(e. . -
City Manager
04
Attachment 1
05
City Council Staff Report
DATE: April 15, 2015 CONSENT CALENDAR
SUBJECT: AUTHORIZE A PURCHASE ORDER IN THE AMOUNT OF $61,600
WITH ALBERT A. WEBB & ASSOCIATES FOR TRAFFIC ENGINEERING
DESIGN AND ENVIRONMENTAL SERVICES FOR A SECOND LEFT
TURN LANE ON GENE AUTRY TRAIL AT VISTA CHINO, CITY
PROJECT NO. 14-13
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY:
Approval of this item will authorize a purchase order in the amount of $61,600 with
Albert A. Webb & Associates for civil engineering design and environmental services for
a Second Left Turn Lane on Gene Autry Trail at Vista Chino, City Project No. 14-13.
RECOMMENDATION:
Authorize a Purchase Order in the amount of $61,600 with Albert A Webb &
Associates for civil engineering design and environmental services for a second left
turn lane on Gene Autry Trail at Vista Chino, City Project No. 14-13; and
2. Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On November 6, 2013, the City Council approved Agreement No. 6443 with Albert A.
Webb & Associates ("Webb") for on -call traffic engineering design services on an as
needed basis. In accordance with the on -call agreement, Webb was selected to provide
traffic engineering design and environmental services for the preparation of plans,
specifications, and estimate for Second Left Turn Lane on Gene Autry Trail at Vista
Chino, City Project No. 14-13 (the "Project").
The City applied for a MAP 21 CMAQ Funding grant from the Coachella Valley
Association of Governments for the Project and was awarded $246,200 for construction
of the project in an award letter dated September 2, 2014.
ITEM NO. 41�
City Council Staff Report
April 15, 2015 - Page 2
Approval of Purchase Order
Webb has provided the City with a proposal to design the Project which includes
environmental services and coordination with Caftrans, for a total amount not to exceed
$61,600; a copy of Webb's proposal is included as Attachment 1.
FISCAL IMPACT:
Sufficient funds remain available in Measure A Account No. 134-4498-50000.
SUBMITTED
Prepared by:
'J/VI/Vft6tAtii 4 �
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Attachment(s):
1. Webb Proposal
Approved by:
David H. Ready,
City Manager
U7
Attachment 1
m
A L, e E R T A.
`rrN;;
A S S 0 C I A T E S
April 6, 2015
Corporate Headquarters
3766McCrayStreet
Mr. George F. Farago, P.E.
Riverside, CA 92505
951.6861070
Associate Civil Engineer
City of Palm Springs
Palm Desert office
36-951 Cook Street d103
3200 E. Tahquitz Canyon Way
Palm Desert, CA92211
Palm Springs, CA, 92262-2743
760.568.5005
Office
4139era naS RE: Second Left Tum Lane North Bound on Gene AutryTrail at Vista
d1391 Kalmia Street p320
Murneta. CA 92562 Chino in Palm Springs Project - City Project #14-13
951.6661070
Dear George
Thank you for the opportunity to submit this proposal to provide
Environmental and Traffic Engineering Services in the preparation of
construction plans forthe addition of a second northbound left turn lane at
the intersection of Gene Autry Trail and Vista Chino. Our proposal covers
services related to NEPA clearance, construction plans for the additional
left turn lane, construction plans for replacement of the access ramps,
traffic signal modification plans, and striping plans. The plans will be based
on the latest Caltrans and City Standards.
Exhibit A contains our proposed scope of work. Exhibit B contains a
summary of our fee proposal for services described in Exhibit A. We
appreciate the opportunity to be of service and look forward to hearing
from you. In the meantime, if you have any questions or require additional
information, please call me at (951) 686-1070.
Sincerely,
Albert A. Webb Associates
Dilesh R. Sheth, P.E. /T.E.
Vice President `
,
((/ru/ca/ s, P.E. E.
Senior Senior Vice President
Attachments: Exhibit "A" - Scope of Work
Exhibit "B" - Compensation
C.C. Savat Khamphou, Assistant City Engineer
i®0A
www.webbassociates.com
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Exhibit "A" - Scope of Work
Second Left Turn Lane North Bound on Gene Autry Trail at Vista Chino
Our scope of services is as follows:
A. Environmental Approval:
1. WEBB will coordinate with Caltrans to obtain National Environmental Policy Act (NEPA)
clearance for the Project. Caltrans will be lead agency under NEPA and it is expected that
the NEPA document will be a Categorical Exclusion (CE).
WEBB has reviewed the PES form prepared by the project and concurs with its findings,
with the exception of item 7 on page 6-83 pf the PES. A localized hot spot analysis is not
required for this project.
We note that the Preliminary Environmental Document Classification (NEPA) on page 6-81
of the PES indicates the appropriate environmental document is a Categorical Exclusion,
without required technical studies. Based on that finding, WEBB's scope does not include
preparation of any technical studies. Should Caltrans determine technical studies are
needed, WEBB will provide scope and budget to the City at that time.
B. Construction Plans at Gene Autry and Vista Chino (Highway 111) Intersection:
WEBB will perform field survey necessary for the design of the Project. WEBB will perform
a cross -sections survey at twenty-five (25') feet on street centerline south approach of
Gene Autry. WEBB will perform cross-section survey of other approaches and
intersections to obtain curb, sidewalk, curb ramps, utilities, traffic signal, signing &
striping.
WEBB will prepare preliminary design showing modification of existing median and lane
configurations with second northbound left turn lane. The preliminary plans will include
limits of work, construction notes, right of way, utilities, and general design elements.
2. WEBB will prepare street improvement plans for removal and reconstruction of median,
r1A\/Plj'jent, and access ramps per ADA requirements.
pa.
3. WEBB will obtain as -built Traffic Signal Plans from the Caltrans or City. Traffic signal
modification plan at will include necessary change to accommodate the new traffic lane
configurations. The traffic signal plans will confirm to the requirements of the latest edition
of Caltrans Standard Plan and Specifications.
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4. WEBB will prepare Signing and Striping Plan. Signing and striping plans will include
existing and proposed to crosswalk, lane transitions, lane lines, markings, markers, and
signs.
5. WEBB will provide digital copies of all submittals to the City of Palm Springs compatible
with AUTOCAD 2015 and PDF format.
C. Specifications:
1. WEBB will prepare Section 10 "Construction Details" (Part II - Special Provisions) of the
Specifications, based on latest Caltrans Standard Specifications.
D. Estimate:
1. WEBB will prepare an itemized construction cost estimate for the project considering
federal/state prevailing wages. The listed items will be included in Part I, Bid Schedule, of
the Project Specifications (by City).
E. Meetings, Bid Phase, and Construction Phase Support:
1. WEBB will attend meetings with the City as necessary for the project design approval.
2. WEBB will attend a pre -bid meeting to be scheduled in advance of the bid opening date.
WEBB will answer bidder's questions regarding bid documents, and prepare bid addenda
if required. WEBB will perform bid review and analysis.
3. WEBB will respond to BFI's about the contract plans and specifications.
4. WEBB will attend pre -construction meeting.
5. Following the completion and acceptance of the project, WEBB will furnish the City with a
complete set of revised contract drawings showing as -built conditions. Revisions will be
solely based on as -built redlined information provided by the Contractor to the city.
F. Coordination with Caltrans local Assistance:
i. VV
"'EBB will submit Request for Authorization to Proceed with Construction.
2. WEBB will submit the Award Package after the City Council award of construction
contract.
3. WEBB will submit the closing document for the project following completion.
11
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G. Work Schedule:
1. WEBB will identify all tasks required to successfully implement the project, with estimated
completion dates.
H. Preparation of Fact Sheet for Design Exception:
Construction of dual ramps at each corner will require removal of all traffic signal poles
and installation of new traffic signal poles. It will also require shortening of existing raised
median on all corners. WEBB will prepare Fact Sheet for design exception per Caltrans
requirement,
12
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Exhibit "B" - Compensation
Services described in our Scope of Work (Exhibit "A") shall be provided on a time and material
basis not to exceed $61,600. Charges for services will be billed monthly in accordance with the
attached fee schedule. A breakdown of our fees is provided below:
Construction Plans (Field Survey, Street,
Traffic Signal and Signing & Striping Plans)
! C Specifications
D Estimate i—
E Meetings, Bid Phase, & Construction Phase
Support
F _ Coordination with Caltrans Local Assistance
G Work Schedule
�
H Preparation of Fact Sheet for Design
Exception
I
I
Fixed Fee
Fixed Fee $ 2,400 I.
Fixed Fee $ 5,800
Fixed Fee
Fixed Fee $ 1,100 1
Fixed Fee $ 4,700
- - -- -------------------'--
Total � $ 61,600
13
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Attachment 2
14
A L B E R T A.
i,
A S S 0 C I A T E S
Corporate Headquarters
3788 McCray Street
Riverside, CA 92506
951.686.1070
Palm Desert Office
36-951 Cook Street #103
Palm Desert, CA 92211
760.568.5005
Murrieta Office
41391 Kalmia Street #320
Murneta, CA92562
951.6136.1070
December 11, 2015
Savat Khamphou, P.E.
Assistant Director of Public Works/Assistant City Engineer
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA, 92262-2743
RE: Request for Additional Scope and Budget for the Second Left Turn Lane North
Bound on Gene Autry Trail at Vista Chino in Palm Springs Project - City Project
#14-13
Dear Savat:
Albert A. Webb Associates' (WEBB's) "Environmental Approval" scope of work (Task A in
Exhibit A of our May 6, 2015 proposal) was based on the finding in the Preliminary
Environmental Study (PES) prepared for the project and the assumption that the
environmental document for this project would be a Categorical Exclusion without required
technical studies. The PES approved by Caltrans on June 15, 2015 indicates the
environmental document to be developed for the project is a Categorical Exclusion with
required technical studies. Based on information in the approved PES and our conference
call with Caltrans District 8 staff on October 14, 2015, WEBB is requesting additional
budget and scope to prepare the following technical studies:
• Air Quality: Air Quality Report (PES, p. 6-76)
• Hazardous Material/Hazardous Wastes: Initial Site Assessment (Phase 1) (PES, p.
6-76)
• Cultural Resources: APE Map, HPSR, ASR, along with coordination with local
preservation groups and/or Native American Tribes (PES, p. 6-79).
Exhibit A contains our proposed additional scope of work. Exhibit B contains a summary
of our fee proposal for services described in Exhibit A.
We appreciate the opportunity to continue to be of service to the City. If you have any
questions or require additional information, please call me at (951) 686-1070.
Sincerely,
Albert A. Webb Associates
Dilesh R. Sheth, P.E. / T.E.
Vicg,president
Bruce A. Davis, P.E.
Senior Vice President
V ®In(11
www.webbassociates.com
G',-01S'r-S Ul&C r.P,I, Ameer,Hnt:',uo, Au'r, F. bis;=Cfur o NP I-tt l:,n1 d14 ,S L,/;din.. �,5
Exhibit "A" - Additional Scope of Work
Based on WEBB's review of the Caltrans approved PES and coordination with Caltrans Environmental staff, we
propose to prepare the following technical studies: air quality report, initial site assessment, and for cultural
resources — an APE map, historic properties survey report (HPSR), and archaeological survey report (ASR) as
described below.
A.1 Air Quality Report
WEBB will prepare an Air Quality Report pursuant to Chapter 11, Air Quality, of Caltrans Standard
Environmental Reference document and the Air Quality Conformity Analysis template. In addition to general
background and project information, collection of necessary background data specific to the air quality work
includes existing and future intersection data, including truck traffic, from the City. A qualitative project -level
conformity analysis including a regional emissions analysis and hot spot analysis (CO, PM-10, and PM-2.5)
will be conducted. Construction -related impacts and fugitive dust control measures will be evaluated.
Naturally occurring asbestos, mobile source air toxics, and greenhouse gases will be also be qualitatively
discussed, if requested by Caltrans. WEBB will assist the City during the interagency consultation process
with Southern California Association of Government's (SCAG) Transportation Conformity Working Group for
a determination whether or not the project is a Project of Air Quality Concern (POAQC) to satisfy federal
conformity requirements. It is assumed that the project is not a POAQC and a detailed hot spot analysis not
required. Prepare a separate Transportation Air Quality Conformity Checklist for the City to submit to
Caltrans. The AQR will summarize all of the above including the results of the air analyses, potential impacts,
and avoidance, minimization and/or mitigation measures as appropriate. The above scope includes one
round of revisions based on Caltrans comments and assumes no new analysis or substantial revisions are
required. Coordination with the City and Caltrans will be required throughout the preparation of the AQR, as
well as coordination with SCAG and San Bernardino Associated Governments (SANBAG) during the
interagency consultation process.
A.2 Initial Site Assessment
At this time, Caltrans is not requesting a full Phase I Environmental Site Assessment (ESA). Caltrans is
requesting submittal of the Initial Site Assessment (ISA) checklist. The Caltrans Engineer reviewing the ISA
will make a determination as to whether additional studies are needed. WEBB will review the California
Department of Toxic Substances Control GeoTracker website to identify known hazardous waste sites in or
near the project area, conduct a site visit, complete and submit the ISA checklist to Caltrans, and follow-up
with Caltrans environmental staff.
A.3 Cultural Resources
Caltrans is requesting cultural resources studies because the project is in proximity to tribal lands. WEBB
has selected Applied EarthWorks, Inc. (/E) to complete the requested cultural resources assessment for the
project. /E has and successfully worked with Caltrans District 8 and is very familiar with their process and
the amount of coordination needed to complete the cultural resource requirements for the project. /E will
coordinate directly with Caltrans District 8 Native American Coordinator (Mr. Gary Jones) regarding the
initiation of the Section 106 consultation process for the Project.
Cultural Resources Inventory
/E will complete an archaeological literature and records search at the Eastern Information Center (EIC),
housed at the University of California, Riverside. For purposes of this project, this search will encompass a
one -mile radius of the project's Area of Potential Effects (APE). Copies of all previously recorded cultural
resources records and relevant cultural resources reports within the search area will be obtained. /E will also
f, Jni:,'—, 11 ,r„011, 4"", �,: G rii 4,", , - V,[ta:_I,,,,>1I;rft 1,, 11.E nt 3117 S L.", dr
inspect any historical documents, USGS survey plats, and Government Land Office (GLO) plats that depict
the project area.
/E will contact the Native American Heritage Commission (NAHC) for a search of the Sacred Lands Files. /E
will also assist the California Department of Transportation (Caltrans) in contacting individuals listed by the
NAHC that may have an interest in the project. Consultation will be initiated by letter and followed by
telephone contact.
Cultural Resources Field Survey
/E will assist Caltrans in establishing an APE for the project that takes into account all direct and indirect
impacts to potentially significant cultural resources.
The Phase -I Cultural Resource Survey will entail a complete and intensive pedestrian survey of an
approximately 1.6 mile corridor by a qualified archaeologist. Survey transect spacing will range from 10 to 15
m (30 to 50 ft.), and all soils and landforms likely to contain or exhibit archaeologically or historically sensitive
cultural resources will be inspected carefully to ensure that visible, potentially important cultural resources
are discovered and documented. Additionally, the surveyors will investigate any unusual contours, soil
changes, distinctive vegetation patterns, natural and man-made features, and other potential cultural site
markers.
This scope and budget assumes there are no previous or newly identified cultural resources that will require
documentation with the project's APE.
Report Preparation
At the conclusion of the inventory and survey, /E will prepare an APE Map, an Archaeological Survey Report
(ASR), and a Historic Properties Survey Report (HPSR), to California Environmental Quality Act (CEQA)
standards as well as the standards outlined in Caltrans Standard Environmental Reference (SER), Volume 2,
Cultural Resources. This task includes for two review cycles of each submittal and no more than six (6) hard
copies of the draft report and no more than six (6) hard copies of the final report will be required by Caltrans.
17
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Exhibit "B" - Compensation
Services described in our Additional Scope of Work (Exhibit "A") shall be provided on a time and material basis not
to exceed $24,850. Charges for services will be billed monthly in accordance with the attached fee schedule. A
breakdown of our fees is provided below:
A.1
Air Quality Report
A.2
Initial Site Assessment
A.3
Cultural Resources
Total
$6,550
$1,700
$16,600
$24,850
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