The URL can be used to link to this page

Home My WebLink About9/3/2014 - STAFF REPORTS - 5.A. ,OF?ALM sA9 iy c V N k �C nT �ebemco c441FORN'.9. City Council Staff Report Date: September 3, 2014 NEW BUSINESS Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E) AND AUTHORIZATION TO BID FOR THE TRAFFIC MANAGEMENT CENTER AND CITYWIDE TRAFFIC SIGNAL INTERCONNECT PROJECT, CITY PROJECT NO. 08-04, FEDERAL AID PROJECT NO. CML 5282 (031) From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY The Public Works and Engineering Department has received from Caltrans the Authorization to Proceed (E-76) with Construction for this project, with a total cost of $1,644,000 (with 100% reimbursement) for construction. The construction documents (Plans, Specifications and Estimate) are completed and, in accordance with Section 7.03.040 of the Procurement and Contracting Code the City 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 this project will allow staff to proceed with this public project, with an estimated cost of approximately $1,480,000. RECOMMENDATION: 1. Approve the Plans, Specifications, and Estimates for the Traffic Management Center (TMC) and Citywide Traffic Signal Interconnect Project, City Project No. 08-04, Federal Aid Project No. CML 5282 (031); and authorize staff to advertise and solicit bids. STAFF ANALYSIS: The City of Palm Springs has undertaken this project in order to migrate from a legacy system to an Ethernet system and expand their Intelligent Transportation System (ITS) in order to improve video and data communications from the signalized intersections to the City of Palm Springs Traffic Management Center (TMC), to provide new closed circuit television (CCTV) camera systems that will be communicating via the new fiber optic, new wireless, and existing hardwired (copper/twisted-pair) communication system, ITEM NO. City Council Staff Report September 3, 2014 - Page 2 Traffic Management Center/Traffic Signal Synchronization, CP 08-04 removing/salvaging/modifying traffic signal controllers, video detection equipment, wireless communication equipment, and cabinets; and installing new traffic signal controllers and cabinets. The project will also provide for a new TMC at City Hall within the City's Public Works Department complete with two desktop work stations and a 60" LED HDTV Monitor that will be able to display real time video of intersections and be able to monitor blow sand and/or flood conditions at the Whitewater River crossings at Indian Canyon Drive, Gene Autry Trail and Vista Chino. This will be accomplished by furnishing and installing a total of three (3) Thermal/Daylight Color Cameras to monitor flood, blow sand, and traffic conditions at the following locations: 1. Palm Springs Amtrak Station 2. Gene Autry Trail at Via Escuela 3. Vista Chino at Clubhouse View Drive Although the main objective of the project is to provide traffic signal synchronization and interconnect along the following major corridors: 1. North Palm Canyon Drive —from Tachevah Drive to Andreas Road 2. South Palm Canyon Drive —from Tahquitz Canyon Way to Camino Real 3. East Palm Canyon Drive —from Sunrise Way to Cherokee Way 4. Indian Canyon Drive —from San Rafael to Ramon Road 5. Sunrise Way—from San Rafael Drive to Mesquite Avenue 6. Tahquitz Canyon Way—from Calle Encilia to El Cielo 7. Ramon Road —from Calle Encilia to Crossley Road The City received $199,000 in federal funds for the Preliminary Engineering phase, including environmental clearance and design for this project. The City's consultant, RBF Consulting, has completed the environmental studies, construction plans, specifications and estimates. On April 4, 2014, Caltrans authorized the City to proceed with the construction phase of this project with the total cost of $1,644,000 ($100% federally reimbursable using federal toll credits) for construction. The plans, specifications, and estimates are available for viewing in Public Works and Engineering Department and are ready for Council approval. The Engineer's Estimate for this project is $1,480,000. Approval of the recommended action will allow staff to proceed with advertisement for construction bids. 02 City Council Staff Report September 3, 2014- Page 3 Traffic Management Center/Traffic Signal Synchronization, CP 08-04 FISCAL IMPACT: Funding project for this is made available in account number 261-4491-50266. SUBMITTED: Prepared Recommended by: Savat Kha phou David J. Barakian Assistant Director of Public Works/ Director of Public Works/City Engineer Assistant City Engineer Approved by: David H. Ready, City Manager 03 LIAILQ1-CAI.I( ON AND KOUSTNG AGENCY COMUN BROWN h.Gowwr DEPARTMENT OF TRANSPORTATION DIVISION OF PLANNING AND LOCAL ASSISTANCE 464 W.4T"STREET,6°Floor.MS-760 SAN BERNARDINO.CA 92401-1400 PHONE (909)383.4030 Flezyourpower.! FAX (909)383-5936 8e energy efficientl TTY 711 www.dot.ca.gov/ding April 8,2014 Dave Barakian 08-RIV-0-PSp Director of Public Works/City Engineer CML-5282(031) City of Palm Springs Traffic Management Center 3200 E. Tahquitz Canyon Way Advance Interconnected Signal Palm Springs, CA 92263 Citywide Dear Mr. Barakiam 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. 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. Page 1 of 2 04 Dave Barakian CML-5282(017) April 8, 2014 Page 2 of 2 If you have any questions, please call me or my staff, Alberto Vergel de Dios at(909) 806-3944. Sincerely, Sean Yeung, P.E. District Local Assistance Engineer(Acting) Attachment E-76 c; Grace Alvarez,RCTC Savat Khamphou, City of Palm Springs George Farago. City of Palm Springs Anna Alonso, Caltrans Oversight Engineer "Callraw improves mobility across Cal Jornw 05 AMENDMENT MODIFICATION SUMMARY-(E-76) FEDERAL AID PROGRAM CALIFORNIA DEPARTMENT OF TRANSPORTATION DLA LOCATOR: 08-RIV-0-PSP PROJECT LOCATION: PREFIX: CML THROUGHOUT PALM SPRINGS PROJECT NO 5282(031) TYPE OF WORK: SEQ NO: 2 INTERCONNECT SIGNALS AND NEW TMC ITC) PREV AUTH I AGREE DATES: STATE PROJ NO 08925113L FED RR NO'S PE- 06/30/2009 AGENCY: PALM SPRINGS PUC CODES: R/W: ROUTE: PROJ OVERSIGHT:DELEGATED/LOCAL ADMIN CON. TIP DATA ENV STATUS 1 DT: DELEG TO STATE SEC 6004 0712612012 SPR' MPO: SCAG RW STATUS/OT: 1 07/18/2013 MCS. FSTIP YR. 13/14 INV RTE'. 000000000000 OTH' STIP REF: 209-4000-3653 BEG MP' 0 DISASTER NO END MP: 0 BRIDGE NO'S' FROG CODE LINE NO IMPV TYPE FUNC SYS URBAN AREA URB/RURAL DEMO ID L400 10 15 P INDIO-COACHELLA URBAN L400 30 24 P INDIO-COACHELLA URBAN L400 31 17 P INDIO-COACHELLA URBAN FUNDING SUMMARY PHASE PROJECT COST FEDERAL COST AC COST PREY.OBLIGATION $225,000 00 $199,000.00 90.00 PE THIS REQUEST $0.00 $0,00 50.00 SUBTOTAL $225,000.00 $199,000.00 $0.00 PREY.OBLIGATION $0.00 $0.00 $Ozo RAW THIS REQUEST $0.00 $0.00 $0.00 SUBTOTAL $0,00 $0.00 $0.00 PREV.OBLIGATION $0.00 $0.00 $0.00 CON THIS REQUEST $1,644,00000 $1,644,000,00 $0.00 SUBTOTAL $1,644,000.00 $1,644,000,00 $000 TOTAL'. $1,869,000.00 $1,843.000.00 $0.00 STATE REMARKS HISTORICAL COMMENTS This is a request for preliminary engineering funding to interconnect traffic signals throughout the City of Palm Springs and to construct a Traffic Management Center(TMC)in City Hall using Congestion Mitigation and Air Quality(CMAQ)funds programmed in SCAG's 2008 FTIP on 11/17108. This project has been determined to be a minor ITS project. Federaf funding is capped at $199,000 for preliminary engineering with a maximum reimbursement ratio of 88.53%. THIS AUTHORIZATION TO PROCEED FOR PRELIMINARY ENGINEERING IS CONTINGENT ON SATISFYING THE FOLLOWING CONDITIONS:(1)PRIOR TO ADVERTISING, THENADMINISTERING AGENCY'S CONTRACT SOLICITATION DOCUMENTS MUST INCORPORATE THE RACE-CONSCIOUS DBE PROVISIONS:AND 2)PRIOR TO CONTRACT AWARD,THE ADMINISTERING AGENCY MUST ADOPT AND RECEIVE CALTRANS'S APPROVAL OF A NEW RC DBE IMPLEMENTATION AGREEMENT. Reimburse with L400 CMAO funds at approximately 88.4%up to the federal amount shown for preliminary engineering. PL_____ TOTAL COSTS PARTIC.COSTS FED.FUNDS(L400) LOCAL FUNDS Prel.Engr. $225,000 $225,000 $199.000 $ 26,000 07222013 SEQ 2.This request is for$1,644,000 for CON and CE.CMAO funds programmed in 2013 FTIP.amendment no.6 approved on 04/181I3.Toll credit use as 11 47%match. 09/02/2013 Sequence 02 is a request for construction and construction engineering funding to interconnect traffic signals throughout the City of Palm Springs and to construct a Traffic Management Center(TMC)in City Hall using Congestion Mitigation and Air Quality(CMAO)funds programmed for FY 14-15 in Amendment 96 approved on 4/18/13 to SCAGs 2013 FTIP and EPSP'd to FY 12-13. Funding for preliminary engineering was previously obligated. The original NEPA decision approved on 7126112 was revalidated on 3121113. Federal funding is capped at$1,644,000 for construction with a maximum reimbursement ratio of 100% using toll credits in lieu of matching funds. Reimburse with M400 CMAQ funds at 100%on a pro rate reimbursement basis up to the federal amounts shown for construction and construction engineering. 0 110 812 01 4 SEQ 2.Provide Public Interest Findings for use of proprietary items and EPSP approval. 03/2412014 Submit Emission Benefit clarification. 0 3/2 812 014 Sequence#2 is a request for construction and construction engineering funding to interconnect traffic signals throughout the City of Palm Springs and to construct a Traffic Management Center(TMC)within City Hall using Congestion Mitigation and Air Quality(CMAQ)funds programmed for FY 14-15 in Amendment#6 approved on 4/18113 to SCAGs 2013 FTIP and EPSP'd to FY 13-14. Funding for preliminary engineering was previously obligated. The original NEPA decision approved on 7125112 was revalidated on 3121113. The City issued a Public Interest Finding on 12/12/13 for the proprietary items of work. Federal funding is capped at$1,644,000 for construction with a maximum reimbursement ratio of 100%using toll credits in lieu of non-federal matching funds. Reimburse with L400 CMAQ funds at 100%on a pro rate reimbursement basis up to the federal amounts shown for construction and construction engineering. FFDERk REMARKS AUTHORIZATION AUTHORIZATION TO PROCEED WITH REQUEST:CON PREPARED IN FADS BY: VERGEL DE 0105,ALBERTO ON 03/2412014 383.6414 FOR:CONSTRUCTION&CENG. REVIEWED IN FADS BY: GARCIA.JAVIER ON 03128/2014 653-864G DOCUMENT TYPE:AMOD SUBMITTED IN FADS BY: LOUIE.PATRICK ON 0 312 812 01 4 FOR CALTRANS PROCESSED IN FADS BY: FOGLE,JERILYNN ON 0312812014 FOR FHWA APPROVED IN FMIS BY: MARY CUNNINGHAM ON 04104/2014 SIGNATURE HISTORY FOR PROJECT NUMBER 5282(031)AS OF 0 410 8/2 01 4 FHWA FMIS 4.0 SIGNATURE HISTORY MOD# SIGNED BY SIGNED ON 1 JERILYNN FOGLE 03/31/2014 CHRISTOPHER M.NEWMAN 03/31/2014 MARY CUNNINGHAM 04/04/2014 0 JERtLYNN FOGLE 06/29/2009 JACOB R.WACLAW 06/30/2009 DUSTIN BAILEY 06/30/2009 FHWA FMIS 3.0 SIGNATURE HISTORY CALTRANS SIGNATURE HISTORY DOCUMENT TYPE SIGNED BY SIGNED ON AMENDIMOD LOUIE,PATRICK 03/28f2014 O v [�2 13,500' !9AN RAFAE y LEGEND CITY LIMITS .., 1711ET CLILS • l - �, y -- "� CITY HALL '] ® PtLICE CEPART+EUT ! YAE llt *�55 CO�YF24 ® PALM 9PR7WS ALGEL'S STADIUM d W ED HYATT REC£R;Y HOTEL L.... y.. T .•� CO CONVENTION CENTER N 'VISTA. . . _ ..,,. [� Ex:STING TOWER i PROPOSED RIRF16S POINT TO POINT BALI'%U_ _OCZATI0 yq ;y • E%ESTINC TRAFFIC SICAlAL WITH PI�OSD NIRElE55 S..IscRzGM WIT jY '^ ' T' ■ Ex!Sf TFAFFI_ SICRS wlI PRtPfI D ETFfRt Ef OVEN COPPER 29 AH s a PROPOSED WEATHER =TV CAMERA LOCATION S PROPOSED INTERSECTION CCTV �1ERA LOCATION 1 ThMAR431[R� i3 rslxan ri I L '� 1 0011-14 AM I RR 1 Fs X � f:17M-L7 �' d fi —'a Coble to rrlu I W zm t_ml w WARE 0RD -CDM-2D To AND 2 . . .,.... W RD+ GAMINO PAiWGC1A ..........�.iA 1 H � 'may SE da {W{ etc 1 d. ' T.. ESiDZJITE A4E� 1� ..hI..SC7UITE VE 0R IS61E0R1 Ua� iJ �. r ESGieB.A.OR � ]6T)f AVE 1 7WINPA APPR O AS SHOMN TRAFFIC SIGNAL SYNCHRONIZATION AND TRAFFIC MANAGEMENT CENTER, CP 08-04 o�