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Home My WebLink About4/15/2015 - STAFF REPORTS - 2.H. °epILLMsp4 iy V N w c44 FORON 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: 1. 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. 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 Caltrans, 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: Approved by: Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Assistant City Manager/City Engineer City Manager Attachment(s): 1. Webb Proposal 02 Attachment 1 03 A L 6 E R T A. A S S O C I A T E S April 6, 2015 Corporate Headquarters 3788 McCray street Mr. George F. Farago, P.E. Riverside,CA 92505 951,686.1070 Associate Civil Engineer PatmDesert0tCce City of Palm Springs 36-951 Cook Street#103 3200 E. Tahquitz Canyon Way Palm Desert,CA 92211 Palm Springs, CA, 92262-2743 760.568.5005 aDnae 41391 Gene Kalmia Street p320 Autry RE: Second Left Turn Lane North Bound on G Aut Trail at Vista A1391 Murrieta.CA92562 Chino in Palm Springs Project-City Project #14-13 951,686,1070 Dear George: Thank you for the opportunity to submit this proposal to provide Environmental and Traffic Engineering Services in the preparation of construction plans for the 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 Padwo Dilesh R. Sheth, P.E. /T.E. Vice President ice ruce Davis, P.E. Senior Vice President Attachments: Exhibit "A" - Scope of Work Exhibit "B" -Compensation C.C. Savat Khamphou, Assistant City Engineer w www.webbassociates.com 04 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. Catrans 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: 1. 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, pavement, and access ramps per ADA requirements. 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. 05 3 G. aeae .,,,, . A'ti'II ., F, 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: 1. WEBB 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. 06 Opus yl , c 4J ,_...,rtY ) r, , , 0*7✓ a� :n_ •r, fa`9 i,. ., .,U,. i:,r'llfs L;fi -i'.. ,._..�. C. 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: 1. 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. 07 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: e - . - . , - A Environmental Approval_ Fixed Fee $ 4,000 ---- -- -- B Construction Plans (Field Survey, Street, Fixed Fee-- ee 0$ 36,500 j Traffic Signal and Signing &Striping Plans C Specifications Fixed Fee $ 1,300 j D Estimate Fixed Fee $ 2,400 E Meetings, Bid Phase, & Construction Phase Fixed Fee $ 5,800 Support F Coordination with Caltrans Local Assistance Fixed Fee $ 6,300 G Work Schedule F 1.ixed Fee $ 1,1- H Preparation of Fact Sheet for Design Fixed Fee $ 4,700 Exception Total $ 61,600 08 Pr kC[i: P ,...,. =t t 31^ nfin E,S .... . .Eat ,• .i .:a �,t, hL-, .^]iY',,ti ! ",iY^ r;.>.