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Home My WebLink About7/20/2011 - STAFF REPORTS - 2.I. iy c u m •ronrco " "`'�P City Council Staff Report Date: July 20, 2011 CONSENT CALENDAR Subject: INDIAN CANYON DRIVE / INTERSTATE 10 INTERCHANGE PROJECT CVAG REIMBURSEMENT AGREEMENT AMENDMENT From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY Approval of Amendment No. 8 to the City-CVAG Reimbursement Agreement (Agreement No. 4317) adds the cities of Desert Hot Springs, Cathedral City and Rancho Mirage as parties to a sub-reimbursement agreement and establishes revised fair shares for local costs of the Indian Avenue (now Indian Canyon Drive) / Interstate-10 Interchange Project, City Project No. 00-14. RECOMMENDATION: 1) Approve Amendment No. 8 to the CVAG/City Agreement No. 4317 for the Indian Avenue (now Indian Canyon Drive) / Interstate-10 Interchange Project, City Project No. 00-14; and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: On December 6, 2000, City Council originally approved the initial Master Reimbursement Agreement with CVAG (Agreement No. 4317) for the Indian Avenue (now Indian Canyon Drive) / Interstate-10 Interchange Project, City Project No. 00-14 (the 1-10 Project") and CVAG designated the City of Palm Springs as the Lead Agency for the 1-10 Project. Over the years, several amendments have been approved increasing the total reimbursement amount to cover expected costs for the environmental, design, right-of-way and construction phases coordinated through Caltrans. On June 6, 2011, the CVAG Executive Committee approved Amendment No. 8 to this Agreement. The background for this report is provided in the CVAG Executive Committee staff report of June 6, 2011, included as Attachment 1. ITEM NO. City Council Staff Report July 20, 2011 - Page 2 Indian Canyon Drive/Interstate 10 Interchange CVAG Agreement FISCAL IMPACT: Amendment No. 8 to the City-CVAG Reimbursement Agreement obligates the City to pay CVAG its fair share of costs towards this 1-10 Interchange Project, currently estimated at $253,916.36. This fair share cost may be reduced to $0 as a result of excess local share credits from other Indian Canyon Drive projects. SUBMITTED: Prepared by: Recommended by: Marcus L. Full` le David J. Barakian Assistant Director of Public Works Director of Public Works/City Engineer Approved by: b Thomas J. Wil n, Asst. City Manager David H. Ready ity Manager T6ti Attachments: 1. CVAG Executive Committee staff report of June 6, 2011 2. Amendment No. 8 to City-CVAG Reimbursement Agreement 02 ITEM 7F Coachella Valley Association of Governments Executive Committee F CVAG.tune 6,2011 Staff Report Subject: Amended Sub-Reimbursement Agreement for the Local Share of Costs for the Interstate 10 Interchange Project at Indian Avenue Contact: Allyn Waggle, Deputy Executive Director(awagglec8cvag.org) Recommendation: Approve Amended Sub-Reimbursement Agreement for the Local Share of Costs for the Interstate 10 Interchange Project at Indian Avenue. Transportation Committee: CONCURS (Meeting of April 4`h) Technical Advisory Committee: CONCURS (Meeting of May 9`". This item was continued from the March 14 and April 11, 2011, Technical Advisory Committee meetings.) Background: In December 2009 the Executive Committee approved an agreement with Urban Crossroads for the Proportionate Cost Share Analysis for the Bob Hope Drive/ Ramon Road/ I- 10 and the Indian Canyon/ 1-10 Interchange Projects in an Amount Not to Exceed $17,165.12. That analysis has been completed and the results are available. In September 2003 the Executive Committee approved the results of an earlier, identical analysis for these interchanges as well as the 1-10 interchanges at Palm Drive/Gene Autry Trail, at Date Palm Drive and at Jefferson Street. In both instances, this analysis is meant to reflect that the improvement of these five interchanges will benefit not only the jurisdictions in which they are located, but any jurisdiction in the near vicinity; the closer and/or more direct access to the interchange presumes the greater the benefit. Based on this earlier analysis, the Executive Committee adopted a distribution formula for the 25% local share of costs, and CVAG entered agreements with the appropriate jurisdictions for payment of those costs. However, after several years of planning and design, when the interchange projects were advertised for bids, oftentimes property in the service area of the projects had been incorporated into a city's boundary, or perhaps the land use changed, thus changing the traffic load. Since these changes were not reflected in the adoption of the earlier distribution formula, it was determined a more equitable process would be to conduct a proportionate share analysis nearer the actual construction date so that up-to-date information regarding jurisdiction and land use could be included in the analysis. The Indian Avenue/ Interstate 10 Interchange Project is now under construction. In accordance with the intention to assure a more equitable distribution of the local share of project costs, it is now necessary to amend that Sub-Reimbursement Agreement for that project to reflect the most recent proportionate cost share analysis, and to add the City of Rancho Mirage as a responsible party, as reflected in the table below. The current. estimated 25% Local Share of costs for the Indian Avenue/1-10 interchange project is$669,964. 03 Indian Avenue Indian Avenue 2003 2011 Desert Hot Springs 12.36% 33.90% Palm Springs 50.50% 37.90% Cathedral City 9.30% 6.70% Rancho Mirage 0.00% 1.60% Riverside County 27.64% 20.00% NOTE: CVAG has previously entered a standard Reimbursement Agreement for the Indian Avenue/ 1-10 interchange project with the County of Riverside as Lead Agency and the City of Palm Springs as a participating Agency to arrange for payment of 75% of qualified project costs. A Sub-Reimbursement Agreement was entered for the agencies not named in the Reimbursement Agreement, but identified as having a proportionate share of responsibility for the remainder 25%local share of project costs. That Reimbursement Agreement will likewise be amended to show the revised proportionate cost share resulting from this updated analysis. Fiscal Analysis: There is no additional cost for the recommended action. Contract Finalization: Prior to execution, minor changes/revisions may be made by CVAG's Executive Director and/ or Legal Counsel to the amended Sub-Reimbursement Agreement for clarification purposes. 04 AMENDMENT NUMBER EIGHT CITY OF PALM SPRINGS—COUNTY OF RIVERSDIE -CVAG REIMBURSEMENT AGREEMENT INDIAN AVENUE/INTERSTATE 10 INTERCHANGE PROJECT THIS AMENDMENT NUMBER EIGHT is made and entered into this day of , 2011, by and between the Coachella Valley Association of Governments, a California joint powers agency, (CVAG), the City of Palm Springs (Lead Agency) and the County of Riverside (Agency), and is made with reference to the following background facts and circumstances. All other provisions in the existing Reimbursement Agreement, and Amendments One through Seven, inclusive, for the Indian Avenue/ Interstate 10 Interchange Project, remain in force. This Amendment Number Eight revises the proportionate share of responsibility for the 25% local share of project costs. No additional funds are obligated by this Amendment Eight. The current estimated cost for the Indian Avenue/ Interstate 10 Interchange Project is presently$26,476,137. This Amendment Number Eight confirms that all submitted payment requests must be eligible for reimbursement by CVAG as outlined in the CVAG Policies and Procedures Manual for the Regional Arterial Program in effect at the time CVAG is invoiced by the lead agency for reimbursement. This Amendment Number Eight shall establish the following proportionate share of responsibility for the 25% Local Share of qualified costs for the Indian Avenue/ Interstate 10 Interchange Project Desert Hot Springs 33.90% Palm Springs 37.90% Cathedral City 6.70% Rancho Mirage 1.50% Riverside County 20.00% The cities of Desert Hot Springs, Cathedral City and Rancho Mirage are not obligated by this Amendment Number Eight These cities will be presented a Sub- Reimbursement Agreement to confirm their individual responsibility for the 26% Local Share of qualified costs for the Indian Avenue/Interstate 10 Interchange Project Fundina Summary Previously obligated and authorized for expenditure (Original Agreement) $ 943,843 Amendment Number One $ 9,000 Amendment Number Two $ 15,300,000 Amendment Number Three $ 50,000 Amendment Number Four $ 50,000 Amendment Number Five $ 340,720 Amendment Number Six $ 385,000 Amendment Number Seven $ 1,364,272 Amendment Number Eight $ 0 05 IN WITNESS WHEREOF, the parties hereto have caused this Amendment Number Eight to be executed by their duly authorized representatives on this date: ATTEST: COUNTY OF RIVERSIDE By: By: Bob Buster Clerk of the Board Chairman ATTEST: CITY OF PALM SPRINGS By: By: Stephen Pougnet City Clerk Mayor ATTEST: CVAG By: By: ,�-- Tom Kirk, onne Parks Executive Director CVAG Chair as