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Home My WebLink About1/15/2014 - STAFF REPORTS - 2.F. ��V PLM SAP iy V N k Cg11FOaN�P. City Council. Staff Report DATE: January 15, 2014 CONSENT CALENDAR SUBJECT: APPROVAL OF PROPOSAL FOR DESIGN SERVICES BY MSA CONSULTING, INC. FOR THE POLICE DEPARTMENT AND CITY HALL PARKING LOTS FROM: David H. Ready, City Manager BY: Public Works & Engineering Department SUMMARY: Approval of this item will approve the proposal and authorize MSA Consulting, Inc. to design plans, specifications and estimate for reconstruction of the two Police Department parking lots and the two City Hall parking lots (City Project No.'s 13-35 and 01-17 respectively) in accordance with their on-call agreement with the City (Agreement #6445). RECOMMENDATION: 1. Approve the proposal from MSA Consulting, Inc. for a) design of the two Police Department parking lots (Hourly not to exceed $50,790) and b) design of the two City Hall parking lots (hourly not to exceed $49,930) and; 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: In November 2013, City Council approved Agreement No. 6445 with MSA Consulting, Inc. for On-Call Civil Engineering Design Services on an as needed basis. When design services are needed, the agreement authorizes staff to seek a proposal from one of the on-call firms. Council may then approve the proposal, thereby authorizing staff to prepare a purchase order for the design services. Staff sought proposals for design (Plan, Specifications and estimate) for the two parking lots at the Police Department and the two parking lots at City Hall. The Proposed cost for the Police Department lots is not to exceed $50,790, while the ITEM NO. City Council Staff Report January 15, 2014 -- Page 2 Approval of Proposal for Design Services by MSA Consulting, Inc. for the Police Department and City Hall Parking Lots proposed cost for the City Hall lots is $49,930. The Police Department lots are proposed for removal of all existing asphalt and complete reconstruction of new asphalt concrete lots. The City Hall lots are proposed for Portland cement concrete "white topping" similar to the process done at the Library and Pavilion. FISCAL IMPACT: Sufficient finds are available in Measure J account No.'s 260-4500-59448 (Police Department Lots) - $50,790 and 260-4500-59460 (City Hall Lots) - $49,930. Recommended by: Approved by: David J. Barakian David H. Ready, Cit ger Director of Public Works/City Engineer Attachments: 1. Proposal 02 Q � MSA COW- L.-FING, INC. VI PLANNING-CIVM ENWNffielFla-LAND Straysrnta December 12, 2013 Mr. Dave Barakian CITY OF PALM SPRINGS 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Subject: Proposal for On-Call Civil Engineering Services (RFP 5443) Plans, Specifications and Estimates (PS&E)for City Hall and Police Station Parking Lots Dear Mr. Barakian: MSA Consulting, Inc. (MSA) is pleased to provide you with this proposal for Civil Engineering Services related to the parking lots for City Hall and the Police Station. Our proposal is based upon the information provided to us and the City of Palm Springs standards and requirements. The proposal, both Scope and Fee, contained herein, shall be valid until June 30, 2014. Scheduling for the Work will commence upon receipt of a signed copy of a Purchase Order. All terms and conditions of our On-Call Civil Engineering Agreement dated November 18, 2013 shall apply. We hope the attached scope and fee are consistent with your requirements. We appreciate the opportunity to offer our services and would be pleased to answer any questions you might have. Very truly yours, Julian A. De La Torre, P.E. Vice President/ Principal Engineer MSA Consulting, Inc JAD:rp Enclosures Exhibit A— Scope of Services Exhibit B — Compensation RUieanocun vs++3PaftV waVea_oem�n_��m�Pa Vi M_iz,z.,3e Via Electronic Mail 34200 Bon HOPE DR1vE ■ RANCHO MIRAGE ■ CALIFORNIA N 92270 03 760.320-9811 0 760.323-7893 fax 0 www.MSACoNSULTINGINC.COM City of Palm Springs On-Call Civil Engineering Services Page 2 December 12, 2013 EXHIBIT "A" SCOPE OF WORK MSA(Consultant) proposes to perform the following tasks: ParkingPS&E for City Hall Lots Base Survey and Topography North Parking Lot 1. Provide field survey of the north city parking lot existing improvements (curb, gutters, v-gutters, sidewalk, islands, and utilities, including pavement spot elevations on the existing pavement. Prepare existing survey topo base plan for final design purposes. South Parking Lot 2. Perform spot checks of existing improvements to confirm existing data shown on city-provided plans is still accurate. Utility Research North Parking Lot 3. Perform utility research from available city-provided improvement plans for onsite areas and from utility agencies for adjacent public right of ways. 4. Create Existing Utility Base from available plan information. 5. Field verify existing surface utilities. 6. Update Utility Base. Precise Grading Plan North Parking Lot 7. Based on compiled existing utility and field survey information, prepare a Precise Grading Plan at a scale of 1"=20'; process plan through the City for approval. It is anticipated that `white-topping' will be placed over the existing pavement. Existing pavement elevations will be reviewed in an attempt to address ponding areas or drainage concerns. South Parking Lot 8. Review City-provided Precise Grading, Demo, Landscape and Irrigation Plan for the South Parking Lot. Incorporate the revised curb island in the south west corner. Specification North and South Parking Lots 9. Complete Bid documents, special provisions and technical specifications based on City template and Greenbook. 34200 BOB HOPE DRIVE ■ RANCHO MIRAGE ■ CALIFORNIA ■ 92270 04 760.320-9811 ■ 760.323-7893 fax 8 www.MSACoNSULTINriINC.COM City of Palm Springs On-Call Civil Engineering Services Page 3 December 12, 2013 Cost Estimate North and South Parking Lots 10. Prepare an Opinion of Probable cost at 95% complete. Storm Water Pollution Prevention Plan and Fugitive Dust Control Plan North and South Parking Lots 11.Prepare Storm Water Pollution Prevention Plan (SWPPP); process through the State for approval. 12.Prepare Fugitive Dust Control Plan (PM-10); process through the City for approval. Landscape and Irrigation Review North Parking Lot 13.Review existing landscape and irrigation with City Engineer and Staff. Determine if trees require removal or irrigation modifications. Reflect removals or modifications on plan. South Parking Lot 14.Review existing landscape and irrigation with City Engineer and Staff. Determine if trees require removal or irrigation modifications. Reflect removals or modifications on city-provided plan. Water Quality Management Plan (Optional) 15. Prepare Water Quality Management Plan (WQMP); process through the City for approval. ParkingPS&E for Police Station Lots Base Survey and Topography Front Parking Lot 1. Provide field survey of the front of station parking lot existing improvements (curb, gutters, v-gutters, sidewalk, islands, and utilities, including pavement spot elevations on the existing pavement. Prepare existing survey topo base plan for final design purposes. Back Parking Lot 2. Provide field survey of the back of station parking lot existing improvements (curb, gutters, v-gutters, sidewalk, islands, and utilities, including pavement spot elevations on the existing pavement. Prepare existing survey topo base plan for final design purposes. 34200 BOB HOPE DRIVE ■ RANCHO MIRAGE ■ CALIFORNIA ■ 92270 05 760.320-9811 4 760.323-7893 fax 0 www.MSA CONSULTING INC."M City of Palm Springs On-Call Civil Engineering Services Page 4 December 12, 2013 Utility Research Front and Back Parking Lots 3. Perform utility research from available city-provided improvement plans for onsite areas and from utility agencies for adjacent public right of ways. 4. Create Existing Utility Base from available plan information. 5. Field verify existing surface utilities. 6. Update Utility Base. Precise Grading Plan Front and Back Parking Lots 7. Based on compiled existing utility and field survey information, prepare a Precise Grading Plan at a scale of 1"=20'; process plan through the City for approval. It is anticipated the existing pavement will be cold-planed and overlaid. Existing pavement elevations will be reviewed in an attempt to address ponding areas or drainage concerns. Specification Front and Back Parking Lots 8. Complete Bid documents, special provisions and technical specifications based on City template and Greenbook. Cost Estimate Front and Back Parking Lots 9. Prepare an Opinion of Probable costs at 95% complete. Storm Water Pollution Prevention Plan and Fugitive Dust Control Plan Front and Back Parking Lots 10.Prepare Storm Water Pollution Prevention Plan (SWPPP); process through the State for approval. 11.Prepare Fugitive Dust Control Plan (PM-10); process through the City for approval. Landscape and Irrigation Review Front and Back Parking Lots 12.Review existing landscape and irrigation with City Engineer and Staff. Determine if trees require removal or irrigation modifications. Reflect removals or modifications on plan. Water Quality Management Plan (Optional) 13. Prepare Water Quality Management Plan (WQMP); process through the City for approval. 34200 BOB HOPE DRIVE ■ RANcuo MIRAGE ■ CALIFORNIA ■ 92270 06 760.320-9811 ■ 760.323-7893 fax 0 www.MSACONSULTINGINC.COM City of Palm Springs On-Call Civil Engineering Services Page 5 December 12, 2013 CLIENT RESPONSIBILITIES and ASSUMPTIONS The following has been taken into consideration in the preparation of this proposal: 1. Client to provide access to sites. 2. Client to provide City Improvement and Utility Plans. 3. South City Hall parking lot will not require revisions to plans except as noted above. 4. City to provide baseline specifications. EXCLUSIONS Consulting services relating to any of the following tasks are presently specifically excluded from the agreement. Some items, if required, may be provided by Consultant by separate written proposal with additional fees approved by the Client: 1. Agency fees/research costs. 2. Potholing/Pothole coordination. 3. Utility relocation coordination. 4. Boundary survey. 5. Plotting of easements. 6. 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