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HomeMy WebLinkAbout5/19/2010 - STAFF REPORTS - 2.H. �pF ?ALM SA4 V M eke pS xaet <r foaN�P City Council Staff Report Date: May 19, 2010 CONSENT CALENDAR Subject: APPROVAL OF AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT NO. 4780 WITH DOKKEN ENGINEERING FOR BRIDGE AESTHETIC DESIGN SERVICES, AND OUTLINING AN ARCHITECTURAL REVIEW PROCESS FOR THE BELARDO ROAD BRIDGE & ROADWAY WIDENING, CITY PROJECT NO. 87-49 From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY Approval of this item will add necessary professional services to the Dokken Engineering contract to coordinate preparation of conceptual and final bridge aesthetic design into the bridge structural plans for the project. RECOMMENDATION,- 1 Approve Amendment No. 2 to Agreement No. 4780 with Dokken Engineering, in the amount of $20,000 for a total revised contract amount of $448,640 for the Belardo Road Bridge and Roadway Widening, City Project No. 87-49; and 2) Direct staff to process the preliminary bridge aesthetic design concept approval pursuant to Architectural Review guidelines including consultation with the Indian Planning Commission and Tribal Council; and 3) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: On October 1, 2003, the City Council approved Agreement No. 4780 with Dokken Engineering for the design phase of the Belardo Road Bridge and Roadway Widening, City Project No. 87-49. This project will extend Belardo Road across Tahquitz Creek with a new bridge, and complete missing segments of Belardo Road between Sunny Dunes Road and South Palm Canyon Drive. The project is a joint cooperative effort between the City and the Agua Caliente Band of Cahuilla Indians ("Tribe"). ITEM NO. City Council Staff Report May 19, 2010 - Page 2 Amendment No. 2 to Agreement No. 4780 City and Tribal staff have been working for many years to deliver this project. Most recently, the environmental phase was completed and the Council adopted the Mitigated Negative Declaration on May 27, 2009. The Tribe is now pursuing acquisition of rights-of-way for the Project on behalf of the City, and the City is now completing the final design. On January 6, 2010, the City Council approved Amendment No. 1 to this agreement, to add coordination with environmental permits, environmental specifications, and mitigation monitoring and reporting during construction. These services were not included in the original scope of the agreement with Dokken Engineering (as the extent of the required environmental permits and mitigation was not previously known). The Public Works and Engineering Department recognizes the value that aesthetic enhancement has on public facilities, such as bridges. Given the importance of the new Belardo Road bridge to the City and Tribe, staff considered incorporating the Tribe's Native American cultural influence into the bridge aesthetics for this project. During preliminary discussions with Tribal Planning staff regarding the need for an aesthetic design on this project, it was recommended that the artist the Tribal Council had selected for the aesthetic design of the Bob Hope Drive / Ramon Road — Interstate 10 Interchange project should be used. The artist, Carolyn Braaksma of Braaksma Design Inc. (Denver, Colorado), has wide ranging experience providing art commissions for the public sector. Additional information about the artist is available on the artist's website: braaksmadesign.com. Staff has negotiated a scope and fee for the required services, and has prepared a contract amendment to add the required services to Agreement No. 4780. It is recommended that Council approve Amendment No. 2 to Agreement No. 4780 to allow staff to incorporate bridge aesthetic design into this project. In prior discussion with the City Council at the May 5, 2010, meeting regarding the bridge aesthetic design for the Bogert Trail bridge, a question of processing review of bridge aesthetics was raised. As outlined in the May 5, 2010, staff report, Chapter 91.00.05 (B) of the Palm Springs Zoning Code (PSZC) establishes that "A street...right- of-way, water course, drainage channel or body of water included on the zoning map shall, unless otherwise indicated, have no zoning and shall not be used or improved for other than the purpose for which they exist. Under this provision of the PSZC, the Director of Planning Services has determined that as the public right-of-way itself has no zoning, any improvements within the right-of-way fall under the discretion of the Public Works and Engineering Department and are outside the realm of the PSZC and its procedures (such as architectural review). This determination is generally supported by the provisions of Chapter 94.04.00 "Architectural Review" of the PSZC, which defines the types of projects requiring architectural review by the City. Summarized here, architectural review is required for: a. All industrial, commercial, professional and residential structures and related landscape areas; City Council Staff Report May 19, 2010- Page 3 Amendment No. 2 to Agreement No. 4780 b. Hillside developments, including all structures, grading, landscaping, and exterior lighting; c. Churches, governmental buildings and hospital and health facilities; d. Mobilehome parks and recreational vehicle parks; e. Tennis courts; f. Designated historic sites, g. Entrance features and gates. As cited in the PSZC, architectural review is required "Before any building or structure or landscape area (involving the projects defined above) is erected, constructed, altered, moved, remodeled or repainted a color different than that existing...". In the case of most public works transportation projects located in the public right-of-way such as this one, the project itself does not involve an industrial, commercial, professional or residential building or structure requiring architectural review. However, the Public Works and Engineering Department recommends that for highly visible public works transportation projects that may have aesthetic enhancement, including landscaping, that some form of architectural review occur to allow review and recommendation of proposed aesthetics prior to the City Council's final approval. Absent an amendment to the PSZC, for this project staff recommends that the City Council direct the Public Works and Engineering Department to follow the procedure outlined below for review of the preliminary aesthetic design concepts for this project, noting that consultation with the Indian Planning Commission and Tribal Council should be allowed for this project given their role in this project and the nature of the aesthetic concepts relating to their Native American cultural influence. 1. Indian Planning Commission review/comment 2. Tribal Council review/comment 3. Architectural Advisory Committee review/comment 4. City Council approval Upon approval of the preliminary aesthetic design concepts by the City Council, final engineering details for them would be incorporated into the bridge structural plans for bidding. FISCAL IMPACT: Sufficient funding is available in account 134-4498-50169. This project has been funded entirely with federal funds and Local Measure A funds; no miscellaneous General Fund revenue has been used for this project. City Council Staff Report May 19, 2010 - Page 4 Amendment No. 2 to Agreement No. 4780 SUBMITTED: Prepared by: Recommended by: Marcus L. Fuller David J. Barakian Assistant Director of Public Works Director of Public Works/City Engineer Approved by: Thomas J. Wil "n, Asst. City Manager David H. Ready, nager Attachments: 1. Amendment No. 2 to Agreement No. 4780 A� AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT NO, 4780 WITH DOKKEN ENGINEERING BELARDO ROAD BRIDGE & ROADWAY WIDENING, CP #87-49 The following articles of Agreement No. 4780 are hereby amended to read as follows: SECTION 2.1 Maximum contract amount is amended to Four Hundred Forty-Eight Thousand Six Hundred Forty Dollars ($448,640.00). SCOPE OF SERVICES (Exhibit "A") — Exhibit"A" is amended as follows: See attached sheet. SCHEDULE OF COMPENSATION (Exhibit"C") — Exhibit "C" is amended as follows: See the attached revised Exhibit 'C Purchase Order Number(s): 416389 Agreement Number: 4780 Original City Council Approval: October 1, 2003 Original Minute Order: 7382 Original Contract Amount: $ 325,000 Amount of Previous Increase(s) $ 103,640 Amount of This Increase $ 20,000 Amended Total: $ 448,640 Account Number(s): 134-4498-50169 $20,000 SIGNATURES ON LAST PAGE Except as specifically amended by this Amendment No. 2, all terms and provisions of Agreement No. 4780 remain in full force and effect. ATTEST: CITY OF PALM SPRINGS, a California charter city By: City Clerk By: City Manager APPROVED AS TO FORM: By: City Attorney CONTRACTOR: OOKKEN ENGINEERING Check one:_Individual_Partnership_A_Corporation Corporations require two notarized signatures: One signature must be from the Chairman of Board,President,or any Vice President.The second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer). By: 8y: Notarized Signature of Chairman of l3oard, Notarized Signature Secretary,Asst Secretary, President or any Vice President Treasurer,Asst treasurer or Chief Financial Officer Name: Name: Title: `` Title: State of f State of County of Iss County of 15s On before me, On before me, personally appeared personally appeared who proved to me on the basis of satisfactory evidence)to be who proved to me on the basis of satisfactory evidence)to be the person(s) whose name(s) istare subscribed to the within the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they instrument and acknowledged to me that he/shelthey executed the same in his/herithelr authorized capacily(ies), executed the same in hislhedtheir authorized capacity(ies), and that by hislherltheir signature(s) on the instrument the and that by hlsrher/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) person(s), or the entity upon behalf of which the person(s) acted,executed the instrument, acted,executed the instrument. I certify under PENALTY OF PERJURY under the laws of the I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and Stale of California that the foregoing paragraph is true and correct. correct. WITNESS my hand and official seal. WITNESS my hand and official seal. Notary Signature: Notary Signature: Notary Seal: Notary Seal: _._........ -..... .. -� n t� EXHIBIT "A" SCOPE OF SERVICES Add the following Phase 2, Task 6.3, Bridge Aesthetic Design: Task 6.3 Bridge Aesthetic Design — Contractor shall coordinate preparation of bridge aesthetic design to be incorporated as a part of the bridge structural plans as follows: Prepare Preliminary Artistic Enhancements — Prepare initial schematic/conceptual renderings of artistic enhancement details in jpeg form. The details shall include location of enhancement, proposed material of enhancement and written narrative summarizing the enhancements to the project. This information will be provided as an initial submittal to the City and the Public Art Commission for review and comment. Review and Respond to Comments — Contractor shall review the City's comments and complete a Comment Response Form, which shall be returned to the City with any updated details as requested or needed. Prepare Final Artistic Enhancements — After approval of preliminary artistic enhancements by the City, Contractor shall prepare final artistic enhancement details in CAD or pdf form that will be incorporated into the bridge structural plans. END OF EXHIBIT "A" EXHIBIT "C" SCHEDULE OF COMPENSATION Tasks listed below are identical to tasks identified in Exhibit A of this Agreement. Payments to Contractor shall be made no more frequently than monthly, and shall be based on lump sum costs per task item of work as indicated herein. Lump sum payments shall be made to Contractor based upon completion of tasks, or pro-rata portions thereof noted below, to a maximum of 75% of the lump sum task item fee until completion of such task item as determined by the Contract Officer. Each request for payment shall contain Contractor's statement of the work or tasks completed or portion performed, with supporting documentation. The determination of payment due shall be made based upon the reasonable judgment of the Contract Officer. Task Total Lump Sum PHASE 1 - PRELIMINARY ENGINEERING AND STUDIES Task 1.0 Pro'ect Mana ement $ 17,300.00 Task 2.0, Design Survey Mapping $ 44 900.00 Task 3.0 Geotechnical Reports $ 18,300.00 Task 4.0, Preliminary Engineering Report Task 4.1, Draft Preliminary Engineering Report $ 59,100.00 Task 4.2 Final Preliminary Engineering Report $ 13,600.00 Task 8.0 Utility Coordination 1 900.00 Phase 1 Subtotal $ 155,100.00 PHASE 2 - FINAL ENGINEERING DESIGN (PSBE) Task 1.0 Pro'ect Management $ 17,3D0.00 Task 5.0, Roadway PS&E Task 5.1, Roadway PS&E (70%) $40,200.00 Task 5.2, Roadway PS&E (100%) $ 14,400.00 Task 5.3, Roadway PS&E (Final) $4,500.00 Task 6.0, Structures PS&E Task 6.1, Structures PS&E (70%) $ 50,400.00 Task 6.2, Structures PS&E (Final) $ 28,200.00 Task 6.3, Bridge Aesthetic Design $ 20,000700 Task 7.0 Design Support During Construction $ 13,01)0.00 Task 8.0 Utility Coordination _ $ 1,900.00 Phase 2 Subtotal $ 189,900.00 PHASE 3— ENVIRONMENTAL MITIGATION AND MONITORING SERVICES Task 1.0 Environmental Permittin $ 32,160.00 Task 2.0 Environmental Specification Review 9 970.00 Task 3.0 Mitigation Monitoring Plan 61 510.00 Phase 3 Subtotal $ 103,640.00 Grand Total $448,640.00 END OF EXHIBIT "C"