HomeMy WebLinkAbout10/5/2005 - STAFF REPORTS (18) OBI? LM SA?
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q��FORN�P City Council Staff Report
CITY COUNCIL OCTOBER 5, 2005
CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 4 TO THE CONTRACT SERVICES
AGREEMENT WITH DMC DESIGN GROUP, INC.; AND APPROVAL OF
PLANS, SPECIFICATIONS AND ESTIMATE (PS&E) AND
AUTHORIZATION TO BID FOR "PHASE V OF THE MESQUITE
AVENUE WIDENING PROJECT, CITY PROJECT 94-17
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Street, storm drain, and landscaping improvement plans for the Mesquite Avenue
Widening Project (City Project 94-17) have been processed by City staff through an
exhaustive process with Riverside County Flood Control District (RCFC). While the
street and landscaping improvement plans are fairly straight forward, the storm drain
improvement plans have been a challenge to prepare, having to avoid the numerous
sewer lines that end at the Wastewater Treatment Plant, as well as circumnavigate the
Wastewater Treatment Plant itself. The construction documents (Plans, Specifications
and Estimate) 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 this project will allow staff to proceed with this public project, with
an estimated cost of approximately $1,700,000.
:staff, in consultation with RCFC and the City's design consultant, DMC Design Group,
Inc., have agreed that the storm drain improvement plans for Storm Drain Line 22
(through the Wastewater Treatment Plant) should be phased, such that Line 22 can be
extended to locate the outlet at a different point in the Tahquitz Creek than originally
planned, and to accommodate other concerns that RCFC has had with its original
design. Therefore, it is also necessary for City Council to consider approval of a fourth
amendment to the contract services agreement with DMC Design Group, Inc., for
services required to phase the design of Line 22 and to resolve remaining issues with
the storm drain improvement plans in order to receive final RCFC approval of "Phase 2"
of Storm Drain Line 22. In this way, staff can proceed and build "Phase 1" of the
Item No. 2 . K .
City Council Staff Report
October 5, 2005 - Page 2
Mesquite Avenue Widening (CP 94-17)
Mesquite Avenue Widening Project now, and complete the "Phase 2" design during the
construction of "Phase 1".
RECOMMENDATION:
1) Adopt Minute Order No. , approving Amendment No. 4 to Agreement No.
4724 with DMC Design Group, Inc., for an additional amount of $30,750.00, for a
total contract price of $174,625.00; and
2) Adopt Minute Order No. , approving the plans, specifications and working
details for "Phase 1" of the Mesquite Avenue Widening Project, CP 94-17, and
authorizing staff to advertise and solicit bids.
3) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Mesquite Avenue Widening Project (City Project 94-17) has been a project the
Engineering Division has been working on for many years. Originally, it was
Engineering staff's intent to prepare street improvement plans for widening of Mesquite
Avenue within the Demuth Park area (Mountain View Drive to Vella Road) in
accordance with the General Plan as a Secondary Thoroughfare (64 feet travel way
with 2 lanes in each direction and a parking lane on each side). Funds were originally
budgeted for this project in the 2000/2001 fiscal budget. It has been staffs goal to
address the poor pavement condition of Mesquite Avenue at the same time as the
widening of the roadway occurred, to avoid misspent funds for permanent repairs that
might conflict with the overall widening and pavement overlay of the roadway.
Another goal has been to remove the "dips" that exist along Mesquite Avenue, which
are due to the numerous cross-gutters that convey stormwater runoff through the
:streets in the adjacent neighborhood, which eventually drains into Demuth Park
(through the parking lot), or down Vella Road into the Wastewater Treatment Plant. It is
the constant nuisance water that drains onto Mesquite Avenue from the entire area up
to Ramon Road that has caused the pavement condition on Mesquite Avenue to
deteriorate; and it was determined that any widening, repair or improvement to Mesquite
Avenue could only occur with associated storm drain improvements that would collect
and convey the constant nuisance water from the adjacent neighborhood such that
continued deterioration of the pavement would not occur.
Before staff could begin to prepare plans for the Mesquite Avenue improvements, staff
was made aware of concerns from the adjacent neighborhood regarding the volume
and speed of "cut-through" traffic along Mesquite Avenue, which has increased after the
construction of the Dinah Shore bridge and the opening of the "Mid Valley Parkway".
Staff did review this concern, and it was determined that an increased volume of traffic
was using Mesquite Avenue as a bypass route to avoid the signalized intersections
City Council Staff Report
October 5, 2005- Page 3
Mesquite Avenue Widening (CP 94-17)
along Ramon Road. In determining the need to address the cut-through traffic,
Engineering and Planning staff began to collaborate together on a plan for Mesquite
Avenue to address the need to complete repairs and make improvements to the street,
as well as mitigate the increased volume of traffic as a result of the opening of the Dinah
Shore bridge and completion of the Mid Valley Parkway. Ultimately, the final conceptual
plan for improving Mesquite Avenue required lengthy review by various parties,
including the Parks & Recreation Commission, Planning Commission, and City Council.
From the very beginning of staff's discussion with the neighborhood, it was consistently
requested that Mesquite Avenue be modified to limit traffic to one lane in each direction.
However, Mesquite Avenue was designated as a Secondary Thoroughfare on the
General Plan, requiring two lanes in each direction. The Engineering Division's initial
concern with changing the classification of Mesquite Avenue was with regard to the
average daily traffic (ADT) of over 10,000 cars that use Mesquite Avenue. A two-lane
facility can sufficiently carry this volume, however, in the future as traffic volumes were
expected to increase, the level of service of Mesquite Avenue, limited to one lane in
each direction, would be expected to decrease.
Staff prepared various alternative conceptual designs with two lanes of traffic (one in
each direction) for Mesquite Avenue adjacent to Demuth Park. These various plans
were presented at numerous public meetings, beginning with a Planning Commission
Study Session on June 6, 2001; and subsequent Planning Commission Study Sessions
on February 6, 2002; May 1, 2002; and July 17, 2002. A presentation was also made to
the Parks & Recreation Commission on September 18, 2002. At each meeting, public
input was received and the conceptual plan revised and modified.
The City Council was first presented with alternatives for Mesquite Avenue at its
September 25, 2002, Study Session, followed by one held on November 13, 2002. The
City Council was originally concerned with a classification change of Mesquite Avenue
and a limitation of one lane of traffic in each direction, which required additional
coordination with the neighborhood, as well as further review by the Planning
Commission. Staff reviewed other conceptual plans with the Planning Commission at
its January 15, 2003, Study Session. Despite the City Council's concern, the
neighborhood's overriding criticism of the volume of "cut-through" traffic and traffic
speeding on Mesquite Avenue persuaded the Planning Commission to continue its
support of a two-lane facility and a classification change for Mesquite Avenue. A final
version of the conceptual plan was reviewed and approved by the City Council at its
January 22, 2003, Study Session.
The final conceptual plan approved for Mesquite Avenue in the Demuth Park area will
create one lane for east-bound and west-bound through traffic, with a one-way (east-
bound) lane with parallel parking adjacent to Demuth Park separated from the through
traffic lanes by a 12 feet wide landscaped median. Access to the existing single family
homes along Mesquite Avenue will not be changed or limited by this project, and will
continue to have unrestricted access from their driveways and parking adjacent to curb.
City Council Staff Report
October 5, 2005 - Page 4
Mesquite Avenue Widening (CP 94-17)
The one-way lane with parallel parking will connect the two Demuth Park parking lots,
separating the local park traffic from through traffic on Mesquite Avenue. The
landscaped island will also help provide additional safety for pedestrians and park users
by creating a buffer between the through traffic and Demuth Park. Other improvements
will revise the intersection of the main parking lot entrances with Nueva Vista Drive,
install traffic calming improvements (chokers, decorative cross-walks, etc.), create a
west-bound free-right turn movement at Vella Road, as well as install storm drainage
improvements to remove all the existing cross-gutters and "dip" sections along Mesquite
,Avenue. Finally, a 4-way stop will be proposed at Mountain View Drive, Nueva Vista
Drive, with one already having been installed at Vella Road.
Engineering staff prepared a Request for Proposals for the necessary design services in
March 2003, and on June 18, 2003, a contract services agreement was awarded to
DMC Design Group, Inc., to prepare the street, storm drain, and landscaping plans to
construct the proposed Mesquite Avenue improvements. Subseqently, on December
17, 2003, City Council approved Case 5.0965, which allowed an amendment to the
General Plan Circulation Element to designate Mesquite Avenue within the Demuth
Park area as a "Special Collector", which formally endorsed the conceptual plan for
Mesquite Avenue.
Since that time, staff has been working diligently with its consultant to prepare the
construction documents for this project. While the street and landscaping improvement
plans are fairly straight forward, the storm drain improvement plans have been a
challenge to prepare, having to avoid the numerous sewer lines that end at the
Wastewater Treatment Plant, as well as circumnavigate the Wastewater Treatment
Plant itself. Further, the storm drain improvement plans have been processed through
Riverside County Flood Control District (RCFC) for review and approval, as RCFC will
ultimately operate and maintain the proposed storm drain lines.
RCFC has rather strict design guidelines, and their guidelines have represented a
serious challenge for design of the proposed storm drain through the Wastewater
Treatment Plant, and ultimately, outletting into the Tahquitz Creek wash in an area that
does not disrupt the Tahquitz Creek golf course. Despite staff's consistent pressure on
RCFC staff, as well as the design consultant, some design issues have not yet been
resolved, and have ultimately continued to delay staff's delivery of this project.
In a final meeting with RCFC staff and the design consultant, it was determined that the
design and construction of Storm Drain Line 22 (which runs through the Wastewater
Treatment Plant) would be phased into two separate projects, allowing the City to
proceed with the Mesquite Avenue Widening Project and installation of the necessary
storm drain improvements within Mesquite Avenue. The City's design consultant will
continue to coordinate with RCFC on "Phase 2" of the design of Line 22, which will
ultimately be extended south to an outlet located immediately upstream of the Gene
Autry Trail bridge.
City Council Staff Report
October 5, 2005- Page 5
Mesquite Avenue Widening (CP 94-17)
Therefore, it is staff's intent to move forward with "Phase 1" of this project, which will
construct all of the Mesquite Avenue improvements, including all of the portion of Storm
Drain Line 21 which will collect and convey stormwater runoff through underground
storm drain pipe into Demuth Park (rather than by surface drainage through the parking
lot). Ultimately, in the future, the storm drain pipe will be extended to connect with
Storm Drain Line 22, and periodic flooding of the recreation areas within Demuth Park
will not occur. "Phase 1" will also construct a portion of Storm Drain Line 22, ending at
a point just inside the Wastewater Treatment Plant, where currently stormwater runoff
drains into an unused percolation pond.
(Phasing of the storm drain improvement plans, designing the extension of Line 22, and
continued coordination with RCFC to address remaining issues requires additional
services beyond the scope of the design consultant's original contract. In addition to
approving the "Phase V plans, with an authorization to bid, staff is recommending the
proposed amendment to the design consultant's contract.
Approval of the recommended actions will allow staff to proceed with bidding of this
project, with a tentative bid opening date of Friday, November 18, and an award date of
December 7, 2005.
FISCAL IMPACT: Finance Director Review:
Sufficient funds are available in Central Zone Drainage fund ad`count 135-4371-55008
(Storm Drain Line 22) to fund the proposed contract amendment increase of $30,750.
The City Council's approval of the plans, specifications and working details for the
Mesquite Avenue Widening Project, CP 94-17, and authorizing staff to advertise and
solicit bids does not incur significant expense except those costs directly related to
bidding the project. Sufficient funds have been budgeted in the Central Zone Drainage
fund account 135-4371-55008 (Storm Drain Line 22), Gas Tax accounts 133-4298-
150177 (Mesquite/Desert Way) and 133-4298-50194 (Mesquite Ave Widen/South), and
Local Measure A accounts 134-4498-50177 (Mesquite/Desert Way) and 134-4498-
50194 (Mesquite Ave Widen/South) to cover the Engineer's estimated cost for "Phase
1" of this project.
David J. Barakian Thomas J. Wilsdn
Director of Public Works/City Engineer Assistant City/Manager
David H. Ready, City Man
ATTACHMENTS:
1. Amendment 4 to Contract Services Agreement No. 4724
2. Minute Order (2)
ATTACHMENT
AMENDMENT 4 TO CONTRACT SERVICES AGREEMENT NO. 4724
AMENDMENT NO. 4 TO CONTRACT SERVICES AGREEMENT NO. 4724
WITH DMC DESIGN GROUP, INC.
MESQUITE AVENUE WIDENING
CITY PROJECT NO. 94-17
The following articles of Agreement No. 4724 are hereby amended to read as follows:
SECTION 2.1 Maximurn contract amount is amended to One Hundred Seventy-Four
Thousand Six Hundred Twenty-Five Dollars ($174,625.00).
SCOPE OF SERVICES (Exhibit "A") - Please see attached sheets for additional work.
;SCHEDULE OF COMPENSATION (Exhibit "C") - Please see attached sheet.
Purchase Order Number(s): 316609
Agreement Number: 4724
Original MO Number: 7326
City Council Approval: June 18, 2003
Original Contract Amount: $ 125,975.00
Previous Increases: $ 17,900.00
Amount of Increase: $ 30,750.00
Amended Total: $ 174,625.00
SIGNATURES ON LAST PAGE
EXHIBIT A is amended as follows:
Add the following services:
'Task 4.11 Revise Storm Drain Plans for Phasing. Contractor shall revise the current set
of Storm Drain Improvement Plans, Specifications and Estimate (PS&E) to divide up the
storm drain design for Line 22 into two phases (Phasel and Phase 2). Contractor shall
prepare PS&E for Phase 1 for immediate City and RCFC approvals, and proceed with
design for Phase 2 for future City and RCFC approvals.
Task 4.12 Storm Drain Line 22 Extension. Contractor shall prepare Storm Drain
Improvement Plans, Specifications and Estimate (PS&E) for the extension of Line 22 to
relocate the outlet of Line 22 from the originally planned location, to a point immediately
upstream of the Gene Autry Trail bridge across the Palm Canyon Wash and Tahquitz
Creek. Contractor shall prepare PS&E for Phase 2 for City and RCFC approvals, including
special design considerations necessary for RCFC approval of the installation of Line 22
within the existing Tahquitz Creek levee prism.
Task 4.13 Storm Drain Line 22 Extension Easement. Contractor shall prepare
necessary legal descriptions (Exhibit A), plat maps (Exhibit B), and closure statements for
storm drainage and access easements across City property(Wastewater Treatment Plant)
necessary for conveyance from the City to RCFC for the purpose of maintaining the
proposed extension of Storm Drain Line 22 improvements.
Task 4.14 Storm Drain Line 22 Extension Drainage Study. Contractor shall revise the
existing Drainage Study as necessary to incorporate the extension of Storm Drain Line 22
to relocate the outlet of Line 22 from the originally planned location, to a point immediately
Upstream of the Gene Autry Trail bridge across the Palm Canyon Wash and Tahquitz
Creek. Contractor shall revise the Drainage Study as necessary for RCFC approval.
Task 4.15 "Ponding Easement"Drainage Studies. Contractor shall prepare Drainage
Studies (Unit Hydrographs) to determine storage volumes and limits of storage, including
maps that generally show the limits of the storage area of the difference between the 10-
year frequency volume of stormwater runoff contained within the proposed storm drain
improvements (Storm Drain Lines 21 and 22) and the 100-year frequency volume of
stormwater runoff that is expected to flood affected properties (Demuth Park and the
Wastewater Treatment Plant). Contractor shall prepare Drainage Studies as necessary
for RCFC approval of "Ponding Easements" required by RCFC.
Task 4.16 Ponding Easements. Contractor shall prepare necessary legal descriptions
(Exhibit A), plat maps (Exhibit B), and closure statements for"ponding easements" across
City property (Demuth Park and Wastewater Treatment Plant) necessary for conveyance
from the City to RCFC for the purpose of complying with RCFC requirements of providing
constructive notice and recorded easements of potential flooding that might occur despite
construction of the proposed storm drain improvements.
7ask4.17 Storm Drain Line 22,Phase 2,RCFC Processing. Contractor shall coordinate
all plan check review, corrections, and processing of Storm Drain Improvement Plans,
Specifications and Estimate (PS&E) of Phase 2 of Storm Drain Line 22 through RCFC
necessary to obtain RCFC approval.
EXHIBIT C is amended as follows:
the Table of task item lump sum fees is replaced with the following:
Sub-Task Total Task Total
Lump Sum Lump Sum
Task 1.0, Project Management --- $12,630.00
Task 1.1, Kick-Off Meeting $1,390.00 ---
Task 1.2, Hold PDT Meetings $9,470.00 ---
Task 1.3, Project Schedule Updates $750.00 ---
Task 1.4, Project Progress Reports $1 020 00
Task 2.0, Design Development --- $24,040.00
Task 2.1, Research $2,840.00 ---
Task 2.2, Review/Confirm Accuracy of Topo-Survey $1,580.00 ---
Task 2.2(a), Topographic Survey $4,950.00 ---
Task 2.3, Review/Confirm Accuracy of Right-of-Way Base Maps $1,580.00 ---
Task 2.4, Prepare Preliminary Construction Budget $2,280.00 ---
Task 2 3. Geoteclmical Investigations $10,810.00
Task 3.0, Street Improvement Plans, Specifications and Estimate (PS&E) --- $32,100.00
Task 3.1, 35% Submittal $11,590.00 ---
Task 3.2, 65% Submittal $10,255.00 ---
Task 3.3, 100% Submittal $6,365.00 ---
Task 3.4, Final Site Visit $760.00 ---
Task 3.5, Final Submittal $3,130.00
Task 4.0, Storm Drain Improvement Plans, Specifications and Estimate (PS&E) --- $73,835.00
Task 4.1, Storm Drain Alignment and Feasibility Study $7,735.00 ---
Task 4.2, Hydraulic/Hydrology Study $3,360.00 ---
Task 4.3, 35% Submittal $8,080.00 ---
Task 4.4, 65% Submittal $6,015.00 ---
Task 4.5, 100% Submittal $3,125.00 ---
Task 4.6, Final Site Visit $760.00 ---
Task 4.7, Final Submittal $1,810.00 ---
Task 4.8, Storm Drain Easements $3,900.00 ---
Task 4.9, Sewer Utility Relocations $7,500.00 ---
Task 4.10, Horizontal Control for DWA Sewer Utility Relocations $1,550.00 ---
Task 4.11, Revise Storm Drain Plans for Phasing $4,000.00 ---
Task 4.12, Storm Drain Line 22 Extension $5,000.00 ---
Task 4.13, Storm Drain Line 22 Extension Easement $3,000.00 ---
Task 4.14, Storm Drain Line 22 Extension Drainage Study $2,000.00 ---
Task 4.15, "Pending Easement" Drainage Studies $7,500.00 ---
Task 4.16, Pending Easements $6,500.00 ---
Task 4.17, Storm Drain Line 22 Phase 2 RCFC Processing $2,000.00
Task 5.0, Landscape & Irrigation Plans, Specifications and Estimate (PS&E) --- $23,470.00
Task 5.1, Major Architectural Approval (MAA) $8,970.00 ---
Task 5.2, 35% Submittal $7,500.00 ---
Task 5.3, 65% Submittal $2,500.00 ---
Task 5.4, 100% Submittal $2,000.00 ---
Task 5.5, Final Site Visit $500.00 ---
Task 5.6, Final Submittal $2,000.00
Task 6.0, Project Advertisement & Bidding $3 890 00
Sub-Total of all Tasks of this Contract $169,965.00
R.einiburseable Expenses (Not to Exceed, based on prior payment of verified project costs) $4,660.00
Grand Total of this Contract (Not to Exceed) $174,625.00
[Except as specifically amended by this Amendment No. 4, all terms and provisions of Agreement
No. 4724 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a municipal corporation
By: By:
City Clerk City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: Check one: _Individual_Partnership_Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,President,or any Vice President.The second
signature most be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer)
By: By:
Notarized Signature of Chairman of Board, Notarized Signature Secretary, Asst Secretary,
President or any Vice President Treasure[, Asst treasurer or Chief Financial Officer
Name: Name:
Title: Title:
State of State of
County of Iss County of Iss
On before me, On before me,
personally appeared personally appeared
personally known to me(or proved to me on the basis of satisfactory personally known to me(or proved to me on the basis of satisfactory
evidence)to be the person(s)whose name(s)is/are subscribed to the evidence)to be the person(s)whose name(s)is/are subscribed to the
within instrument and acknowledged to me that he/sheRhey executed within instrument and acknowledged to me that he/she/they executed
the same in his/her/their authorized capacity(ies), and that by the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s)on the instrument he person(s),or the entity his/her/their signature(s)on the instrument the person(s),or the entity
upon behalf of which the person(s)acted, executed the instrument. upon behalf of which die person(s)acted,executed the instrument.
WITNESS my hand and official seal. WITNESS my hand and official seal
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
ATTACHMENT
MINUTE ORDERS
MINUTE ORDER NO.
APPROVING AMENDMENT NO. 4 TO AGREEMENT
NO. 4724 WITH DMC DESIGN GROUP, INC., FOR
AN ADDITIONAL AMOUNT OF $30,750.00, FOR A
TOTAL CONTRACT PRICE OF $174,625.00
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that
this Minute Order approving Amendment No. 4 to Agreement No. 4724 with DMC
Design Group, Inc., for an additional amount of $30,750.00, for a total contract
price of $174,625.00, was adopted by the City Council of the City of Palm
Springs, California, in a meeting thereof held on the 5th day of October, 2005.
James Thompson, City Clerk
MINUTE ORDER NO.
APPROVING THE PLANS, SPECIFICATIONS AND
WORKING DETAILS FOR 'PHASE 1" OF THE
MESQUITE AVENUE WIDENING PROJECT, CP 94-
17, AND AUTHORIZING STAFF TO ADVERTISE
AND SOLICIT BIDS
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that
this Minute Order approving the plans, specifications and working details for
"Phase 1" of the Mesquite Avenue Widening Project, CP 94-17, and authorizing
staff to advertise and solicit bids, was adopted by the City Council of the City of
Palm Springs, California, in a meeting thereof held on the 5th day of October,
2005.
James Thompson, City Clerk