HomeMy WebLinkAbout10/1/2003 - STAFF REPORTS (3) DATE: October 1, 2003
TO: Community Redevelopment Agency
FROM: Director of Public Works/City Engineer
Director of Community& Economic Development
PALM SPRINGS VISITOR'S CENTER SEWER LINE EXTENSION
RECOMMENDATION:
It is recommended that the Community Redevelopment Agency award a contract
services agreement to David Evans and Associates, Inc., for professional engineering
design services in an amount not to exceed $32,180.00 for the Palm Springs Visitor's
Center Sewer Line Extension, City Project 03-09.
SUMMARY:
The Community Redevelopment Agency has previously budgeted a capital project to
extend sewer service to the newly acquired Tramway Gas Station to be used as the
Palm Springs Visitor's Center. Currently, the property is without public sewer service
and operates on a septic system. Award of this contract will provide the Agency with
plans and specifications with which to bid in the future a contract for construction of a
sewer line extension to the property.
BACKGROUND:
The Agency has programmed a capital project for extension of sewer service to the
future Palm Springs Visitor's Center. Currently, existing sewer service is located
approximately 1,725 feet away at the corner of Junipero Road and San Marcos Way.
This project will extend the public sewer main easterly approximately 375 feet within San
Marcos Way to North Palm Canyon Drive (State Highway 111), and approximately 1,350
feet along North Palm Canyon Drive (State Highway 111) to the Palm Springs Visitor's
Center. This project will involve coordination and approval through Caltrans as they
have oversight and jurisdiction of North Palm Canyon Drive.
On August 15, 2003, Agency staff prepared a scope of services and solicited proposals
by August 27, 2003, from the following local firms:
• David Evans and Associates, Inc.; Palm Desert, CA
Dudek &Associates; Palm Desert, CA
• Mainiero, Smith & Associates; Palm Springs, CA
• Nickerson &Associates; Cathedral City, CA
• Psomas; Palm Desert, CA
• RBF Consulting; Palm Desert, CA
• The Keith Co.'s; Palm Desert, CA
By the requested date of August 27, three firms (Dudek & Associates, Nickerson &
Associates, and Psomas) did not respond to the solicitation; two firms (Mainiero, Smith &
Associates and RBF Consulting) submitted a letter declining the offer to submit a
proposal; and two firms (David Evans and Associates, Inc., and The Keith Co.'s)
submitted proposals. Following review of the proposals by Agency staff, staff
recommended award of contract to the firm David Evans and Associates, Inc..
C ck&- b
Palm Springs Visitor's Center Sewer Line Extension
October 1, 2003
Page 2
This project will be funded from Merged Area #1 capital project account 81 1-81 91-65148
(NPC Sewer Improvements).
SUBMITTED:
A�_ /
DAVID J. BARAKIAN JO o
S. RAY ND
Director of Public Works/City Engineer Di ector of mmunity & Economic
evelopment
APPROVED:
EDA ID H. R�''Ah
xeutive Direct
ATTACHMENTS:
1. Resolution
REVIEWED BY DEPT.OF FINANCE
COMMUNITY REDEVELOPMENT AGENCY
OF THE CITY OF PALM SPRINGS
CONTRACT SERVICE AGREEMENT
PALM SPRINGS VISITOR'S CENTER SEWER LINE EXTENSION
CITY PROJECT NO. 03-09
THIS CONTRACT SERVICES AGREEMENT(herein "Agreement"), is made and entered into this_
day of 20_,by and between the COMMUNITY REDEVELOPMENT AGENCY OF THE CITY
OF PALM SPRINGS, CALIFORNIA,a public body,corporate and politic, (herein"Agency")and David Evans and
Associates, Inc., (herein "Contractor"). The term Contractor includes professionals performing in a consulting
capacity. The parties hereto agree as follows:
1.0 SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, the
Contractor shall provide those services specified in the "Scope of Services" attached hereto as Exhibit "A" and
incorporated herein by this reference,which services maybe referred to herein as the "services"or "work"hereunder.
As a material inducement to the Agency entering into this Agreement, Contractor represents and warrants that
Contractor is a provider of first class work and services and Contractor is experienced in performing the work and
services contemplated herein and, in light of such status and experience, Contractor covenants that it shall follow the
highest professional standards in performing the work and services required hereunder and that all materials will be
of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase "highest professional
standards" shall mean those standards of practice recognized by one or more first-class firms performing similar work
under similar circumstances.
1.2 Contractor's Proposal. The Scope of Service shall include the Contractor's proposal or
bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any
inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.
1.3 Compliance with Law. All services rendered hereunder shall be provided in accordance
with all ordinances, resolutions, statutes, rules and regulations of the Agency and any Federal, State or local
governmental agency having jurisdiction in effect at the time service is rendered.
1.4 Licenses, Permits. Fees and Assessments. Contractor shall obtain at its sole cost and
expense such licenses,permits and approvals as may be required by law for the performance of the services required
by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus
applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's
performance of the services required by this Agreement, and shall indemnify, defend and hold harmless Agency
against any such fees, assessments, taxes,penalties or interest levied, assessed or imposed against Agency hereunder.
1.5 Familiarity with Work. By executing this Contract, Contractor warrants that Contractor
(a)has thoroughly investigated and considered the scope of services to be performed, (b)has carefully considered how
the services should be performed and (c) fully understands the facilities, difficulties and restrictions attending
performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants
that Contractor has, or will, investigate the site and is or will be fully acquainted with the conditions there existing,
prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions,
which will materially affect the performance of the services hereunder, Contractor shall immediately inform the
Agency of such fact and shall not proceed except at Contractor's risk until written instructions are received from the
Contract Officer.
1.6 Care of Work. The Contractor shall adopt reasonable methods during the life of the
Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans,
studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages,
to persons or property, until acceptance of the work by Agency, except such losses or damages as may be caused by
Agency's own negligence.
1.7 Further Responsibilities of Parties. Both parties agree to use reasonable care and diligence
CC'OLMA-b-S
EXHIBIT "A"
SCOPE OF SERVICES
General Scope. The intent of this contract is to provide the Agency with civil engineering design services to
accomplish preparation of plans, specifications and estimates (PS&E)for extension of sanitary sewer service
to the Palm Springs Visitor's Center located atthe northwest corner of North Palm Canyon Drive(State Highway
111) and Tramway Road. Extension of the existing 12-inch diameter sanitary sewer main at the intersection
of Junipero Road and San Marco Way shall be made along an alignment that extends easterly approximately
375 feet along San Marco Way to North Palm Canyon Drive(State Highway 111), and northerly approximately
1,350 feet along North Palm Canyon Drive(State Highway 111)to the Palm Springs Visitor's Center. The Scope
of Services as detailed herein shall provide the Agency with a comprehensive set of civil engineering plans,
specifications and estimates(PS&E)with which to facilitate future construction of the proposed sanitary sewer
main extension.
Task 1.0 Proiect Management
Task 1.1 Hold PDT Meetings. A Project Development Team(PDT)including representatives from the Agency
shall be established after Notice to Proceed (NTP). A kick off meeting with the PDT shall be held as soon as
possible after NTP. PDT meetings with the Agency's Project Manager and other representatives from affected
agencies shall be held once a month,or as required. The team leaders and/or subconsultants shall attend PDT
meetings as appropriate. Contractor shall prepare minutes for each meeting and distribute the minutes to all
attendees and other interested parties.
Task 1.2 Progress Reports. Progress reports shall be prepared in accordance with Agency guidelines.
Contractor's progress reports typically include: Schedule updates, including a comparison of planned
completion, actual completion, and % billed; an Executive Summary; a list of outstanding issues; and a
description of completed activities. Reports shall be prepared monthly. Contractor shall prepare monthly reports
of expenditures for the project by task and milestone. These reports shall be included as supporting data for
invoices presented to the Agency every month. Contractor shall also provide"Action Item" lists to keep all PDT
members informed of project progress.
Task 1.3 Project Schedule. After receipt of the Notice to Proceed (NTP), Contractor shall provide a detailed
project schedule to the Agency for review and comment, and shall revise throughout the project duration to
reflect project status.
Task 1.4 Kick-Off Meeting. This meeting shall include:
a. Clearly defining work tasks to be accomplished.
b. Finalizing the project schedule including critical milestones, and deliverables.
c. Identifying and discussing existing project constraints and concerns.
Task 1.5 Caltrans Coordination.
Contractor shall be responsible for ensuring all necessary and required coordination with the California
Department of Transportation for plan approval and encroachment permitting for this project. Contractor shall
meet with Caltrans District 8 Encroachment Permitting staff as necessary and required to process plans for
approval and an application for an encroachment permit on behalf of the Agency.
Task 2.0 Survev
Task 2.1 Research. Working with staff from the Agency and affected utilities, Contractor shall obtain copies
of all available record documents that will define the existing design and right-of-way limits contiguous to the
project. Copies of all documents used to establish the design and right-of-way shall be furnished to the Agency
upon conclusion of the project. Documents to be obtained include: As-Built Drawings; Assessor Maps;
Intersection Ties, Field Notes, Benchmark Data; Pertinent In-Progress Drawings; Existing Utility Drawings and
Maps;Flood Zone Designations;Existing Geotechnical Reports;Right-of-Way Maps;Records of Surveys/Tract
Maps, and any other available pertinent data or information.
Task 2.2 Topographic Survey. Contractor shall provide all necessary and required field topographic and/or
aerial topographic surveying for the project.
EXHIBIT "A" r^
TO CONTRACT SERVICES AGREEMENT C ` N• ��
Task 2.3 Right-of-Way Mapping. Contractor shall be responsible for all required right-of-way mapping based
on record documents to determine existing public rights-of-way and easements of record.
Task 3.0 Sewer Improvement Plans, Specifications & Estimate (PS&E)
Task 3.1 Utility Potholing. Contractor shall be responsible for"potholing"all impacted utility lines and laterals
as required, along the proposed alignment of the sewer line extension. For purposes of this contract, is has
been assumed that a maximum of twelve(12)pothole locations will be required. The Contractor shall be entitled
to compensation for each utility pothole investigation performed, not to exceed the number specified in Exhibit
"C". Additional utility pothole locations, if required, shall be considered upon an amendment to this Contract.
Contractor shall be responsible for all encroachment permitting and coordination necessary to perform utility
pothole investigations within Agency or Caltrans rights-of-way.
Task 3.2 35% Submittal.
Plans. Contractor shall provide to the Agency and Caltrans for concurrent review and comment Sewer
Improvement Typical Sections & Details, and Sewer Improvement Plans & Profiles. A Standard Agency title
block for plan sheets shall be used,to be provided by the Agency in digital Autocad format. The title block shall
be revised as required by Caltrans to reflect Caltrans' review and approval. Submittal of plans for Caltrans
review and comment shall be made directly to Caltrans, with concurrent submittal to the Agency.
Engineer's Estimate. Contractor shall provide a preliminary estimate based on approximate quantities and
historical construction costs for similar projects.
Utility Coordination. Contractor shall be responsible for all utility research and utility coordination throughout
the duration of the project. Contractor shall be responsible for obtaining"as-built" or"record drawing' plans of
existing utilities within the project area, and for identifying utility locations on the plans. Contractor shall provide
the 35% submittal to all impacted utility companies, and shall begin formal coordination to relocate or modify
impacted utilities. Copies of correspondence with impacted utility companies shall be provided to the Agency.
Contractor shall be responsible for ensuring utility impacts,adjustments,or relocations are accurately reflected
in progress plans submitted for review.
Task 3.3 65% Submittal.
Plans. Contractor shall revise the 35% submittal (plans and engineer's estimate) to reflect all Agency and
Caltrans comments. Submittal of plans for Caltrans review and comment shall be made directly to Caltrans,
with concurrent submittal to the Agency.
Engineer's Estimate. Contractor shall provide a detailed estimate of cost based on the 65% submittal.
Special Provisions. Contractor shall prepare and provide to the Agency for review and comment technical
specifications and special provisions for the project. The 2000 Standards for Public Works Construction,
"Greenbook", shall be used, in addition to 2002 State of California Standard Specifications as appropriate.
Agency standard"boiler plate"special provisions in Microsoft Word 5.0 format shall be provided by the Agency.
Utility Coordination. Contractor shall provide the 65% submittal to all impacted utility companies and shall
continue formal coordination to relocate or modify impacted utilities. Copies of correspondence with impacted
utility companies shall be provided to the Agency. Contractor shall be responsible for ensuring utility impacts,
adjustments, or relocations are accurately reflected in progress plans submitted for review.
Task 3.4 100% Submittal.
Plans. Contractor shall revise the 65% submittal (plans, technical specifications and special provisions, and
engineer's estimate)to reflect all Agency and Caltrans comments. Submittal of plans for Caltrans review and
comment shall be made directly to Caltrans, with concurrent submittal to the Agency.
Engineer's Estimate. Contractor shall provide a detailed estimate of cost based on the 100% submittal.
Final Utility Coordination. Contractor shall finalize all agreements in writing with all impacted utility companies.
EXHIBIT "A"
TO CONTRACT SERVICES AGREEMENT
Notice shall be formally given of the Agency's intent to advertise the project for construction. All utility impacts,
adjustments, or relocations shall be itemized, reviewed, and approved by the respective utility company prior
to approval of 100% plans by the Agency. Contractor shall provide written confirmation of review and approval
of the plans by the respective utility companies.
Final Caltrans Coordination. Contractor shall finalize all coordination with Caltrans District 8 Encroachment
Permitting staff. Issuance of an Encroachment Permit from Caltrans District 8 shall be required prior to approval
of 100% plans by the Agency.
Task 3.5 Final Approval Submittal.
Contractor shall revise the 100%subm ittal(plans,technical specifications and special provisions,and engineer's
estimate)to reflect all previous comments. Contractor shall provide an original set of mylar plans to the Agency
for signature;and shall provide a print copy of the technical specifications and special provisions,stamped and
signed by the Contractor, to the Agency for signature. A digital copy of plans in Autocad format, and a digital
copy of the technical specifications and special provisions in Microsoft Word 5.0 shall be provided. An original,
stamped, Engineer's Estimate shall be provided to the Agency.
Task 4.0 Project Advertisement & Bidding
Scope. Contractor shall provide the Agency with assistance as required during the project advertisement and
bidding period.
Task 4.1 Pre-Bid Meeting. Contractor shall attend a pre-bid meeting to be scheduled in advance of the bid
opening date. The Contractor shall monitor the meeting and field all questions asked by potential bidders.
Contractor shall prepare minutes of the pre-bid meeting within two (2) days following the pre-bid meeting for
distribution to all attendees by the Agency. Note, this scope of work is only required if the Agency determines
that scheduling of a pre-bid meeting for this project is required. In the event a pre-bid meeting is not scheduled,
the Contractor shall not be entitled to compensation for this task item of work as indicated therefore.
Task 4.2 Bidding Interpretations. Contractor shall review and respond to all inquiries and questions,
"Requests for Information" (RFI's), relating to the plans and specifications during project advertisement and
bidding. Contractor shall respond to any and all discrepancies, errors or omissions within the plans through a
formal written response to RFI's submitted to the Agency,for subsequent use in the issuance of an addendum,
prepared and issued by the Agency.
Task 4.3(Optional)Bid Review&Analysis. In the event the low bid for the project is 20% or more than the
final Engineer's Estimate prepared by the Contractor, the Contractor shall obtain copies of submitted bids for
review and analysis. Contractor shall compare the construction bids with the final Engineer's Estimate and
identify specific construction bid cost-overruns. The Contractor,in consultation with the Agency,shall determine
and be responsible for "value engineering' if construction bids are acceptable, or recommend re-bidding, as
necessary. The Agency shall have the right to a final determination if re-bidding or value engineering is
appropriate. Note, this scope of work is optional and will only be required if the low bid for the project is 20%
or more than the final Engineer's Estimate prepared by the Contractor. In the event the low bid for the project
is within below or within 20% above the final Engineer's Estimate, this task item of work shall not be required
and the Contractor shall not be entitled to compensation for this task item of work as indicated therefore.
END OF SCOPE OF SERVICES
END OF EXHIBIT "A"
c
EXHIBIT "A"
TO CONTRACT SERVICES AGREEMENT
EXHIBIT "B"
SPECIAL REQUIREMENTS
As specified in Section 5.1 (d), Additional Insurance, the following insurance policy shall be required:
Professional Errors and Omissions Insurance. A policy of Professional Errors and Omissions Insurance in
an amount not less than One Million Dollars ($1,000,000.00) per claim and in the aggregate with respect to
loss arising from the actions of the Contractor performing professional services hereunder on behalf of the
Agency.
Section 5.3, Performance Bond, is waived.
Section 7.7, Liquidated Damages is waived.
END OF EXHIBIT "B"
'', 1ra - � -
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 costs per unit 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 maximtun of 75% of the lump sum task item fee until completion of such task item. 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 judgement of the Contract Officer.
Sub-Task Total Task Total
Lump Sum Lump Sum
Task 1.0, Project Management --- $1,010.00
Task 1.1, Kick-Off Meeting $265.00 ---
Task 1.2, Hold PDT Meetings $505.00 ---
Task 1.3, Project Schedule Updates $0.00 ---
Task 1.4, Project Progress Reports $120.00 ---
Task 1.5, Caltrans Coordination $120.00
Task2.0, Survey --- $11,340.00
Task 2.1, Research $520.00 ---
Task 2.2, Topographic Survey $9,120.00 ---
Task 2.3, Right-of-Way Map ing $1,700.00 ---
Task 3.0, Sewer Improvement Plans, Specifications and Estimate (PS&E) --- $18,130.00
Task 3.1, Utility Potholing, 12 locations at$800.00 each $9,600.00 ---
Task 3.2, 35% Submittal $2,890.00 ---
Task 3.3, 65% Submittal $2,890.00 ---
Task 3.4, 100% Submittal $1,730.00 ---
Task 3.5, Final Approval Submittal $1,020.00 ---
Task 4.0, Project Advertisement&Bidding --- $1,700.00
Task 4.1, Pre-Bid Meeting $220.00 ---
Task 4.2, Bidding Interpretations $520.00 ---
Task 4.3 (Optional), Bid Review &Analysis $960.00 ---
Grand Total of this Contract (No0o'Exceed) $32,180.00
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END OF EXHIBIT "C"
Cra -� -�
EXHIBIT "D"
SCHEDULE OF PERFORMANCE
Task 1 shall be completed within 2 weeks of Notice to Proceed.
Task 2 shall be completed within 4 weeks of Notice to Proceed.
Task 3.1 shall be completed within 7 weeks of Notice to Proceed.
Task 3.2 shall be completed within 5 weeks of Notice to Proceed.
Task 3.3 shall be completed within 10 weeks of Notice to Proceed.
Task 3.4 shall be completed within 13 weeks of Notice to Proceed.
Task 3.5 shall be completed within 15 weeks of Notice to Proceed.
Task 4 shall be completed as required by Agency.
The Schedule of Performance for Task 3 items assumes a 2 week review time by Caltrans and Agency staff. The
Schedule of Performance may be extended upon approval of the Contract Officer in the event Caltrans or Agency staff
review times exceed the 2 week timeframe included in the Schedule.
END OF EXHIBIT "D"
0,M - i
Resolution No.
OF THE COMMUNITY REDEVELOPMENT AGENCY OF
THE CITY OF PALM SPRINGS AWARDING A
CONTRACT SERVICES AGREEMENT TO DAVID EVANS
AND ASSOCIATES, INC., FOR PROFESSIONAL
ENGINEERING DESIGN SERVICES IN AN AMOUNT
NOT TO EXCEED $32,180.00 FOR THE PALM SPRINGS
VISITOR'S CENTER SEWER LINE EXTENSION, CITY
PROJECT 03-09
BE IT RESOLVED BY THE COMMUNITY REDEVELOPMENT AGENCY of the City of
Palm Springs, that a contract services agreement with David Evans and Associates,
Inc., for professional engineering design services in an amount not to exceed
$32,180.00 for the Palm Springs Visitor's Center Sewer Line Extension, City Project 03-
09, is hereby awarded.
ADOPTED this 1' day of October, 2003.
AYES:
NOES:
ABSENT:
ATTEST: COMMUNITY REDEVELOPMENT
AGENCY OF THE CITY OF PALM
SPRINGS, CALIFORNIA
By:
Assistant Secretary Chairman
REVIEWED AND APPROVED AS TO FORM:
CC'a-�O-