HomeMy WebLinkAbout10/7/2015 - STAFF REPORTS - 2.W.City Council Staff Report
DATE: October 7, 2015 CONSENT CALENDAR
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID FOR THE RAMON ROAD PAVEMENT
REHABILITATION, CITY PROJECT NO. 14-02, FEDERAL AID PROJECT
NO. STPLN-5282 (043)
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY:
The Public Works & Engineering Department received federal funding in the amount of
$395,729 requiring a local match contribution of $51,271 from the Local Measure A fund
to rehabilitate the existing asphalt concrete pavement on Ramon Road generally
located between Sunrise Way and El Cielo Road. The plans and specifications are
completed, and in accordance with 7.03.040 of the Procurement and Contracting Code
the Council is required to approve and adopt plans, specifications and working details,
and authorize the bid request for all public projects in excess of $100,000. Approval of
plans, specifications and estimate will allow staff to proceed with bidding of this capital
project, with an estimate cost of $500,000.
RECOMMENDATION:
Approve the plans, specifications and estimate and authorize staff to advertise and
solicit bids for the Ramon Road Pavement Rehabilitation, City Project No, 14-02.
STAFF ANALYSIS.
In early 2013, the Riverside County Transportation Commission (RCTC) approved a
Call for Projects for RCTC and its member jurisdictions using RCTC's allocation of
Moving Ahead for Progress in the 21s` Century (MAP-21) funds made available through
the current federal transportation bill, the Surface Transportation Program (STP).
On March 28, 2013, the Public Works and Engineering Department responded to
RCTC's Call or Projects for MAP-21 funding, requesting consideration of funding for
pavement rehabilitation and associated improvements on Ramon Road extending
generally from Sunrise Way to El Cielo Road. The purpose of the City's request is to
repair a severely weathered heavily traveled major arterial roadway. The proposed
improvements would grind and overlay the existing asphalt concrete pavement and
Item No. 2. W .
City Council Staff Report
October 7, 2015 -- Page 2
Approval of CP14-02, Ramon Road Pavement Rehabilitation
related improvements. The Public Works Department requested $395,729 in STP
federal funds for an estimated $500,000 project.
RCTC received a number of requests for MAP-21 funding from its member jurisdictions,
requesting a total of $52,000,000 in funding available in Fiscal Year's 2013/14 through
2015/16. The requests were evaluated by a Review Panel, and the City's request was
ranked in 13th place of the 23 requests that were approved. The RCTC Executive
Committee subsequently approved the list of projects to receive STP funding, and the
projects were later added to the Regional Transportation Improvement Plan.
The Ramon Road Pavement Rehabilitation, City Project No. 14-02, (the "Project"), will
cold mill the existing asphalt concrete pavement, prepare and repair existing cracks,
construct asphalt concrete overlay, install inductive loop vehicle detectors, and remove,
reconstruct, and upgrade curb ramps to conform to current ADA standards throughout
the Project limits. A location map is provided below. A vicinity map illustrating a 500-ft
radius from the roadway segment is included as Attachment 1.
Location Map
The City operates under a "Master Agreement" with the state of California, through its
Department of Transportation ("Caltrans"), identified as the "Administering Agency —
State Agreement No. 08-5282" for use of federal funds on City projects. Under the
terms of the Master Agreement, the City is required to comply with certain state and
federal requirements, including pre -approval and authorization to proceed with
construction prior to bidding a project. Staff has successfully coordinated with Caltrans
to obtain authorization to proceed with construction of the Project; a copy of the
Caltrans authorization letter is included as Attachment 2.
The contract bid documents were prepared by the Public Works & Engineering
Department and are ready to formally solicit construction bids for the Project. With the
City Council's approval, staff will advertise the project in the Desert Sun, submit the
Notice Inviting Bids to plan rooms, and provide the bid documents available free of
charge to prospective bidders. A copy of the contract bid document for the Project is on
file with the Public Works & Engineer Department.
02
City Council Staff Report
October 7, 2015 -- Page 3
Approval of CP14-02, Ramon Road Pavement Rehabilitation
The specifications identify the following tentative schedule for the bid process:
Notice Inviting Bids to be posted: October 8, 2015
Deadline for receipt of bids: 3:00 PM, November 12, 2015
Contract awarded by City Council: December 2, 2015
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 highways and streets, sidewalks, gutters, bicycle and pedestrian
trails, and similar facilities; therefore, the Ramon Road Pavement Rehabilitation, City
Project No. 14-02, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and has been filed with the Riverside County Clerk. A
copy of the Notice of Exemption is included as Attachment 2.
FISCAL IMPACT:
The City has received $395,729 in federal aid funds for the Project, as shown in the
Caltrans authorization; these funds will be allocated to the Capital Project Fund (Fund
261) in Account No. 261-4491-50322. The City Council previously appropriated $51,000
from the Local Measure A Fund (Fund 134) in the 2014-2015 Fiscal Year, and an
additional $100,000 in the 2015-2016 Fiscal Year. The final construction estimate is
$500,000. The Project budget and estimated expenditures are identified in Table 1
below.
Table 1
Table of Project Costs
STP Funding
Measure A Fund
Project Administration (FY14/15)
Project Administration (Estimated)
Construction Inspection/Admin. (Estimated)
Construction Cost (Estimated)
Balance Remaining
Amount
$395,729
$151,000�
($3,705)�
($5,000)1
($25,000)1
($500,000) 1
$13,024 1
03
City Council Staff Report
October 7, 2015 -- Page 4
Approval of CP14-02, Ramon Road Pavement Rehabilitation
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Attachments:
1. Vicinity Map
2. Caltrans Authorization
3. Notice of Exemption
David H. Ready, Esq.
City Manager
04
Attachment 1
05
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Ramon Road Rehabilitation CP. 14-02
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CITY OF PALM SPRINGS
06
Department of Public Works and Engineering
Vicinity Map
Ramon Road Rehabilitation CP. 14-02
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Attachment 2
07
STATF.OFCAI.IFORNIAJni51NFNS IRANSV Rr4"i'ION AMP 11QU$INQ AQEKY
DEPARTMENT OF TRANSPORTATION
DIVISION OF PLANNING AND LOCAL ASSISTANCE
464 W. 4m STREET, 6" Floor, MS-760
SAN BERNARDINO, CA 92401-1400
PHONE (909) 383-4030
PAX (909)383-5936
PIY 711
www.dot.ca.gov/dist8i
September 16, 2015
Marcus L. Fuller
Director of Public Works / City Engineer
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Mr. Fuller:
- l;DMUNDG HROWNI C
08-RIV-0-PSP
STPLN-5282 (043)
Pavement Rehabilitation
Along Ramon Road from
650' West of Sunrise Way to
700' East of Compadre Road
We have reviewed and processed your obligation submittal for the above -referenced project through Caltrans
Headquarters and the Federal Highway Administration (FHWA). You are hereby authorized to begin the
Construction phase of your project. Enclosed is a copy of the authorizing document (E-76) for your records.
Flex your pon'er l
Be energy effiaenl
Please consult your Local Assistance Procedures Manual (LAPM), Chapter 15, for proper Advertising and Award
procedures. The City shall follow its normal procedure in awarding the contract to the lowest responsible bidder and
assuring us that all federal requirements have been met, including an approved Quality Assurance Program.
Please notify this office in writing of the date of the bid opening. After the bid opening and award, please send us
the following items:
• A complete award package as outlined in Chapter 15, section 15.7.
• One copy of plans and specifications, as advertised.
Prospective bidders should be reminded of the Disadvantage Business Enterprise (DBE) requirements contained in
Chapter 9 of the Local Assistance Procedures Manual.
Please be reminded of the invoice processing requirements and reimbursement process in Chapter 5 of the LAPM.
Invoices for reimbursement cannot be submitted until after funds are encumbered via an executed Program
Supplemental Agreement (PSA) and/or an executed Finance Letter.
If you have any questions, please call me or my staff- Alberto Vergel De Dios at (909) 809-3944.
Sincerely,
s-Xa--
Sean Yeung, P.E.
District Local Assistance Engineer
Attachment: E-76
c: Grace Alvarez, RCTC
Anna Alonso, Caltrans Construction Oversight Engineer
Savat Khamphou, City of Palm Springs
George Farago, City of Palm Springs
Page 1 of I
08
FEDERAL AID PROGRAM
DLA LOCATOR:
08-RIV-0-PSP
PREFIX:
STPLN
PROJECT NO:
5282(043)
SEQ NO:
1
STATE PROJ NO:0814000219L-N
AGENCY:
PALM SPRINGS
ROUTE.
TIP DATA
MPO:
SCAG
FSTIP YR:
14115
$TIP REF
209.40004164
DISASTER NO:
BRIDGE NO'S:
FROG CODE LINE NO
M23E 30
M23E 31
FUNDING SUMMARY
PHASE
AUTHORIZATION I AGREEMENT SUMMARY - (E-76)
CALIFORNIA DEPARTMENT OF TRANSPORTATION
PROJECT LOCATION:
RAMON ROAD FROM 650 FEET WEST OF SUNRISE WAY TO 700 FEET EAST OF COMPADRE ROAD
TYPE OF WORK:
PAVEMENT REHABILITATION
PREV AUTH / AGREE DATES:
FED RR NUS:
PE:
PUC CODES:
R/W'
PROJ OVERSIGHT: DELEGATED/LOCAL ADMIN
CON:
ENV STATUS I DT; DELEG TO STATE USC 326fSEC 6004 12/1112014
SPR:
RW STATUS I DT: 1 0712312015
MCS.
INV RTE'. 000000000000
OTH.
BEG MP: 0
END MP: 0
IMPV TYPE FUNC SYS URBAN AREA URB/RURAL DEMO ID
O6 P MAP21 INDIO-CATHEDRAL CITY URBAN
17 P MAP21 INDIO-CATHEDRAL CITY URBAN
PROJECT COST FEDERAL COST
PREV. OBLIGATION
$0.00
$0.00
PE THIS REQUEST
KOO
$0.00
SUBTOTAL
$0.00
$0.00
PREY. OBLIGATION
$0.00
$0.00
R1W THIS REQUEST
$0 DO
$0.00
SUBTOTAL
$o.DO
$O.DO
PREV OBLIGATION
$0.00
MOO
CON THIS REQUEST
$447,U00.00
$395.729.00
SUBTOTAL
$447,000.00
$395,729.00
TOTAL:
$447,00000
$395.729.00
AC COST
50.00
$0 00
$0.00
$0.00
$0.00
$D.OD
$0 00
$0.00
SOAO
$0 DO
STATE REMARKS
08/27/2015 SEQ 1 This is a request for Construction and Construction Engineering funding using the Regional Surface Transportation Program funds for pavement rehabilitation of Ramon Road from West of Sunrise Way to
East of Compadre Road. The project is programmed for FY 14-15 in RCTCs lump sum listing RIV130402 in Amendment p4 approved on 41OW15 to SCAG's 2015 FTIP The original NEPA decision approved on
12M V2014 was re -validated on 08126I2015 Maximum reimbursement redo of 88.53%on a pro-rata basis.
08127/2015 SEQ 1 Agreement End Date Is on June 30, 2018
09/0812015 This is a request for construction and construction engineering funding for the rehabilitation and associated work of Ramon Road from approximately 660 feet west of Sunrise Way to approximately 700 feet east of
Compadre Road in the City of Palm Springs using Regional Surface Transportation Program (RSTP) funds programmed for FY 14-15 in RCTC's FTIP ID RN730402 lump sum listing in Amendment 94 approved on
4108115 to SCAG's 2015 FTIP. The original NEPAdecision approved on 12JI1114 was ra-validated on 8126/15. Federal funding is capped at $396,000 for construction with maximum reimbursement ratio of
88 53%. Reimburse with M23E RSTP funds at approximately 50.5% on a lump sum reimbursement basis up to the federal amount shown for construction and construction engineering
FEDERAL REMARKS
AUTHORIZATION
AUTHORIZATION TO PROCEED WITH REQUEST: CON
FOR: CONSTRUCTION 8 CENG.
DOCUMENT TYPE: AAGR
4
co
PREPARED IN FADS BY: VERGEL DE DIOS, ALBERTO
ON
08/2712015
806-3944
REVIEWED IN FADS BY: LOUIE, PATRICK
ON
09/08/2015
653-7349
SUBMITTED IN FADS BY: LOUIE, PATRICK
ON
09/0912015
FOR CALTRANS
PROCESSED IN FADS BY: FOGLE, JERILYNN
ON
0911412015
FOR FHWA
APPROVED IN FMIS BY: TASIA PAPAJOHN
ON
O9/1612015
SIGNATURE HISTORY FOR PROJECT NUMBER 5282(043) AS OF 09118/2015
FHWA FMIS 4.0 SIGNATURE HISTORY
MOD # SIGNED BY SIGNED ON
0 JERILYNN FOGLE 0911512015
ZYLKIA MARTIN-YAMBO 09/18/2015
TASIA PAPAJOHN 09/18I2015
FHWA FMIS 3.0 SIGNATURE HISTORY
CALTRANS SIGNATURE HISTORY
DOCUMENT TYPE SIGNED BY SIGNED ON
AUTH/AGREE LOUIE, PATRICK 0910912015
r
c=)
Attachment 3
II
NOTICE Of EXEMPTION
To: ❑ Office of Planning and Research From: City of Palm Springs
1400 Tenth Street, Room 121 3200 E. Tahquitz Canyon Way
Sacramento, CA 95814 Palm Springs, CA 92262
® Clerk of the Board
County of Riverside
P.O. Box 751
Riverside, CA 92502-0751
Project Title: Ramon Road Pavement Rehabilitation. Citv Proiect No. 14-02
Project Applicant: Citv of Palm Sorinas
Project Location (Specific): Ramon Road from Sunrise to Compadre
Project Location (City): Citv of Palm Sorinas Project Location (County): Riverside
Project Description: The scope of work consists of cold milling existing asphalt concrete (AC) pavement; installation of AC in
designated pavement cracks; construction of asphalt concrete overlay; removal and reconstruction of AC pavement; installation
of inductive loop vehicle detectors; removal, reconstruction, and upgrade of ADA curb ramps; traffic striping and markings and
all other appurtenant work.
Name of Public Agency Approving Project City of Palm Springs
Name of Person or Agency Carrying Our Project: City of Palm Springs, Public Works & Engineering Department
IF I L E D /POSTE O
Exempt Status: (check one)
County of Riverside
Peter Aldana
❑ Ministerial (Sec. 21080(b)(1); 15268); Assessor -county Clerk -Recorder
( () O O); 0-201500012
❑ Declared EmergencySec. 21080 b 3 ; 15269 a C-20150041 e1 :01 PM Fee*, $ 5 .Oe
El Emergency
S of 1 Emergency Project (Sec. 21080(b) (4); 15269 (b)(c)); ''''
Remiul U 1 2015 eY
1�
Dep� v
® Categorical Exemption. State type and section number: 15301 (c) 'III A ^� kS6lry��yy'
❑ Statutory Exemptions. State code number.
Reasons why project is exempt: The Project consists of the repair and maintenance of existing City streets, involving negligible
or no expansion of use beyond that existing at the time of the CiVs determination. Therefore, the Project is considered
Categorically Exempt from CEQA pursuant to Section 153010 of the CEQA Guidelines.
Lead Agency Contact Person: Savat Khamohou. P.E. Area Code/relephone/Extension: 7�Q1 323.8744. ext. 87444
If filed by applicant:
1.Attach certifi cu ant o emption finding.
2. Has a Not! of !x pti n filed by the public agency approving the project? ❑ Yes ❑ No
Signature: ( Date: Title: Asst. Director of Public Works/Asst Citv Engineer
® Signed by Lead Agency []Signed by Applicant
Authoritycited: Sections 21083 and 21110, Public Resources Code Date received for filing at OPR:
Reference: Sections 21108. 21152, and 21152.1, Public Resources Code.
12