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HomeMy WebLinkAbout4/24/2002 - STAFF REPORTS (10) DATE: April V7 2002 �h TO: City Council FROM: Director of Public Works/City Engineer Arts Administrator via Director of Community & Economic Development CONTRACT SERVICES AGREEMENT; 1-10 AND GENE AUTRY TRAIL INTERCHANGE AESTHETIC TREATMENT RECOMMENDATION: It is recommended that City Council approve a contract services agreement with Parsons Brinckerhoff in the amount of $30,675.00 for professional architectural and engineering services for the aesthetic treatment of the proposed interchange redesign at Interstate-10 and Gene Autry Trail. SUMMARY: City Council, Planning Commission, and Public Arts Commission have all expressed the desire to include aesthetic treatment to the proposed interchange remodel at Interstate-10 and Gene Autry Trail. This project is currently in the project report and environmental document stage, with the County of Riverside as lead agency. Parsons Brinckerhoff was chosen through a competitive process as consultant for all engineering design services for this interchange. Specific aesthetic treatments were not included in Parsons Brinckerhoff's contract with the County or specifically funded by CVAG. This contract services agreement will provide aesthetic treatment drawings for incorporation into the final design of the interchange, in accordance with City of Palm Springs stated intentions. BACKGROUND: Since the fall of 1999 Parsons Brinckerhoff has been working under contract to the County of Riverside as lead agency for the environmental documents, project report and engineering design of the proposed Gene Autry Trail/Interstate-10 Interchange Project. Recently progress on the environmental portion of the work has slowed while Caltrans and the Federal Highway Administration are attempting to agree on an approach to mitigation that would be satisfactory to the Fish and Wildlife Service. The current schedule calls for engineering design to begin in the Fall of 2003. This schedule assumes approval of the final project report and negative declaration/initial study/environmental assessment. Throughout the project report and environmental document development stage, staff has included Planning Commission and Public Arts Commission members at meetings with the project development team in an attempt to include specific aesthetic treatments to the proposed interchange design. Specific aesthetic treatment design was not included within Parsons Brinckerhoff's scope of services to the County of Riverside. Because of this and also due to the fact the environmental document has not officially required specific aesthetic treatment, any aesthetic design and construction would be funded by the City of Palm Springs. CVAG has indicated that the construction funding for this interchange, which is made-up of Federal V Gene Autry/1-10 Interchange April 17, 2002 Page 2 Funds along with Regional Measure A Funds, will not include landscaping or aesthetic treatment unless specifically called for as a mitigation measure in the environmental document. Generally, to keep the project moving and not to become stalled at the point of beginning final design, staff has requested and received a proposal for development of an aesthetic design that may be incorporated into the project design at the time that phase of the project is started in 2003. Parsons Brinckerhoff has met with the project development team, Public Arts Commission, and Planning Commission members on several occasions over the last two years to obtain conceptual ideas regarding the City's desires with respect to aesthetic treatments. Approval of this contract services agreement will allow Parsons Brinckerhoff to begin the actual work of preparing the sketches in accordance with Caltrans requirements and City desires and developing the plan drawings for acceptance by the City as to incorporation into the interchange design. The instructions to Parsons Brinckerhoff specifically includes the statement that it is the intent and desire of the City that the work products created under this agreement will result in a design that does not require a major amount of engineering or construction costs beyond those of a standard-type interchange. The intent is that the interchange aesthetics will make a positive statement with respect to the Coachella Valley and City of Palm Springs design theme for Gene Autry Trail that does not result in a tremendous amount of additional construction or design costs. Parsons Brinckerhoff proposes to utilize Madlen Benjamin as project manager for these services, Madlen is also project manager for the interchange services being provided to the County of Riverside. Sufficient funding for this project is budgeted in Public Arts Fund account number 150-4408-50015, (Public Arts - Specialized Equipment), and no General Fund money is being used. DAVID J. BARAKIAN Director of Public Works/City En ineer J HN AYM N r of Co unity & Economic Development PrVIPA(rn av DEPT, OF FINANCE DIANE MORGAN �Az Arts Administrator Gene Autry/1-10 Interchange April 17, 2002 Page 3 ATTACHMENTS: 1. Minute Order 2. Contract Services Agreement qR 3 CITY OF PALM SPRINGS Engineering Department CONTRACT (SERVICES AGREEMENT FOR I-10 and Pahn Drive/Gene Autry Trail-Aesthetic Treatment THIS CONTRACT SERVICES AGREEMENT (herein "Agreement"), is made and entered into this day of , 2001, by and between the CITY OF PALM SPRINGS, a municipal corporation, (herein "City") and Parsons Birinekerhoff, (herein "Contractor"). (The tern 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 specifier) in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference, which services may be referred to herein as the "services" or "work" hereunder. As a material inducement to the City 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 tight of such starts 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 filly 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 City 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 City against any such fees, assessments, taxes penalties or interest levied, assessed or imposed against City hereunder. 1.5 Familiarity with Work. By executing this Contract, Contractor warrants that Contractor (a) has thoroughly investigated and consideredl 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 filly 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 City of such fact and shall not proceecl except at Contractor's risk until written instructions are received from the Contract Officer. FS2276�- W216W4.261141% Reviwl:o9NlM 1 �lAy EXHIBIT "A" ,SCOPE OF SERVICES The Contractor shall confirm the City's Public.Arts Commission's preliminary Aesthetic ideas for the I-10/Gene Autry Trail interchange, and develop an aesthetic design that reflects the natural setting of the surrounding area. Tasks to achieve this are as follows: TASK I - Contractor shall prepare sketches for aesthetic treatment of the interchange based on discussions in previous meetings and Public Arts Cormnission desired enhancements. Submit sketches to City and Caltrans for comments. TASK 2- Contractor to meet with City and Caltrans to discuss comments. Contractor to provide 2 senior architects and one lead structural engineer for this projected one-day meeting. Contractor shall also provide a manager for the meeting to facilitate and record meeting conclusions. TASK 3-Based on the outcome of the meeting, contractor shall incorporate the comments and resolution from the Task 2 meeting into sketches. Contractor shall add to the final aesthetic document, the technical plans and elevations that communicate aesthetic improvements in addition to an artist's illustration to communicate the aesthetic design to the community. Products of Task 3 shall be one CAD plan drawing file(three 22 X 34" sheets) of the interchange that show proposed handscape and landscape(if any) improvements; one CAD elevation drawing file(three 22 X 34" sheets) of the interchange that show vertical elements of the handscape improvements; six freehand sketches of the interchange that explain the design 3 dimensionally; 2 professional illustrations of the interchange and construction cost estimates. Draft Technical Memorandum shall be prepared and submitted to City and Caltrans for review. TASK 4-Contractor shall assemble the work into a Technical Memorandum and submit to City and Caltrans for review. Contractor shall address all comments and obtain City and Caltrans approval of final Technical Memorandum. Contractor services is understood to primarily include the work efforts of Kevin Peterson and must be of a nature that will be accepted by Caltrans (District 8 and Structures). Contractor further understands and agrees that the intent and work products created under this Agreement win result in a design that does not require a major amount of additional engineering or construction costs beyond those of a standard type interchange. The additional engineering resulting from the approved aesthetic design are not included in this scope and fee. FSM760999"-3000/216 4.26/14/96 Rcvi :WAn1/99 EXHIBIT "A" TO CONTRACT SERVICES AGREEMENT 12 8A5 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 Five Hundred Thousand Dollars (500,000.00)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 City. Also, on the third line after "....pritriary insurance...." insert "except for worker's compensation and professional liability" Section 5.3, Performance Bond is deleted. Section 1.4, License, Permits, Fees and Assessments, 2'line, "....performance of the services...." shall be revised to "....performance of its services...." Section 1.5, Familiarity with work, 1"and 4'h lines, the word "warrants" shall be replaced with "represents". Section 2.1, Contract Sum, 9`h line after "telephone expense" insert "mailing and courier expense". Section 3.2, Schedule of Performance, 2od line, replace the word "all" with "the required". Section 5.2, Indemnification, 9"line, delete the word "sole". EXHIBIT "B" FS2276N99999-30�0M1 84.26/14M TO CONTRACT SERVICES AGREEMENT Revived:09N1N8 13 �R 6 EXHIBIT "C" SCHEDULE OF COMPENSATION TASK I Lump Sum $5,000 TASK 2 Lump Sum $ 5,000 TASK 3 Lump Sum $14,000 TASK 4 Lump Sum $3,000 Reirnbursables: Not to exceed $3,675 (includes mileage, reproduction, mailings, travel expenses TOTAL: $30,675 Lump Sum payments shall be made to Contractor upon completion of individual tasks noted above. EXHIBIT "C" Fs22/6N99999366 alb 4.261141% TO CONTRACT SERVICES AGREEMENT R.vi :WHIM 14 ?A 7 EXHIBIT "D" SCHEDULE OF PERFORMANCE Task I shall be completed within 4 weeks from Notice to Proceed. Task 2 shall be completed within 3 weeks of receipt of comments from City and Caltrans under Task 1. Task 3 shall be completed within 6 weeks from the completion of Task 2. Task 4 shall be completed within 2 weeks from receipt of comments from Task 3. EXHIBIT "D" FSM76U999998000I2[6 4,26114N TO CONTRACT SERVICES AGREEMENT RcrisW:WM11" 15 MINUTE ORDER NO. APPROVING A CONTRACT SERVICES AGREEMENT WITH PARSONS BRINCKERHOFF IN THE AMOUNT OF $30,675.00 FOR PROFESSIONAL ARCH ITECTURALAND ENGINEERING SERVICES FOR THE AESTHETIC TREATMENT OF THE PROPOSED INTERCHANGE REDESIGN AT INTERSTATE-10 AND GENE AUTRYTRAIL I HEREBY CERTIFY that this Minute Order is approving a contract services agreement with Parsons Brinckerhoff in the arnount of $30,675.00 for professional architectural and engineering services for the aesthetic treatment of the proposed interchange redesign at Interstate-10 and Gene Autry Trail, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 17'h day of April, 2002. PATRICIA A. SANDERS City Clerk V