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Home My WebLink About19 C37040A Call for Bids Presidents Plaza East-West Parking Lot 758-14MEETING DATE: PREPARED BY: REQUEST: Recommendation CITY COUNCTL A TTON APPROVED \ "" DENTED RECEIVED OTHER MEETINDATE (%/ - /� ,, G( 9.1 STAFF REPOT arniK natha .NeJaryl (ihb_arill11.ct KP x CITY OF PALM KEPT N ane PUBLIC WORKS DE1RONd?NIT- ABSTAIN• N 'ne January 14, 2021 VERIFIED BY. is i •R1� Original on File with City Jerk's Office Tom Garcia, Director of Public Works Authorize staff to advertise and call for bids for the construction contract for the President's Plaza East and West Parking Lot Improvements (Project No. 758-14) (Contract No. C37040A). By Minute Motion: 1. Authorize staff to advertise and call for bids for the construction contract for the President's Plaza East and West Parking Lot Improvements (Project No. 758-14), and; 2. Authorize the Contract Documents to include an early completion incentive. Funds for this project are available in Account No. 451-4692-4400100, Capital Bond Funds. Based on the Engineer's Estimate, an additional appropriation will be required at the time of contract award. Strategic Plan The improvements to the El Paseo Corridor fulfill priorities identified in the City's Strategic Plan, including the following: Economic Development Priority No. 1: Expand job and business creation opportunities. Action Step: Revitalize Highway 111. Look at creating a possibility of creating a "City Center" atmosphere. To encourage growth and revitalization of the Highway 111 corridor, the City assists in providing large blocks of attractive and efficient public parking within the corridor. Background Analysis The last major rehabilitation project for the President's Plaza East and West parking lots was undertaken in 1997, and the parking lots are currently in need of repairs to the asphalt concrete pavement, planter areas, and pedestrian walkways. These improvements require the existing utilities to be upgraded as well as modernization of the trash enclosures. In August 2016, the City Council gave direction to analyze the City's participation in rehabilitating the parking lots and identify alternative designs that would incorporate January 14, 2021 - Staff Report Authorize staff to advertise and call for bids for the construction contract for the President's Plaza East and West Parking Lot Improvements (Project No. 758-14) Page 2 of 3 pocket parks and open space areas for the public. The conceptual plan that incorporated pocket parks was approved by the City Council on November 16, 2017. Business owners identified their concerns with the loss of 75 of the existing 828 parking stalls under the approved design, which resulted in the development of several options intended to update the parking lots to current design standards, enhance their visual appeal, and preserve as much parking as possible. On June 26, 2019, the City Council selected a design option that incorporated enhanced accessibility and landscaping, while minimizing the impacts to parking. This option was endorsed by the business owners as well. On October 15, 2020, the City Council awarded the Construction Services Contract for President's Plaza to Southstar Engineering. The CM Services contract included a constructability review that would identify efficiencies and/or methods to shorten the construction schedule and possibly reduce the estimated costs. The current schedule is to advertise the project in January, 2021, with the eight -month construction to begin in early April and be completed in December, 2021. The project is scheduled to take 300 calendar days due in part to the large amount of underground utility work required. Additional factors include the need to retain access to parking for the businesses during construction and pedestrian access to all storefronts throughout the project. One proposal to accelerate the project is to offer the contractor an incentive for early completion of the project. Upon direction from the City Council, staff is proposing to include a $3000 per day incentive, up to $100,000, for early completion in advance of the project schedule. If fully utilized, this incentive could reduce the project duration by 33 working days (not calendar days), or about one and half months. The City Attorney has found that there is nothing that would preclude the City from offering early completion incentives, including no conflicts with the City's purchasing policy. As noted in the Fiscal Analysis, the project construction cost estimate combined with the engineering and construction management would not be covered completely by the available bond funding. Additional funding is anticipated to be required to fund the construction as well as any incentive offered to the contractor. On Wednesday, January 13, City Staff from several Departments, the Engineer, and Construction Management representatives will have held a public meeting with the property and business owners in President's Plaza to update them on the project status and schedule, as well as answering any questions about the project. Updates from that meeting will be provided to the City Council as part of the presentation of this staff report. January 14, 2021 - Staff Report Authorize staff to advertise and call for bids for the construction contract for the President's Plaza East and West Parking Lot Improvements (Project No. 758-14) Page 3 of 3 Fiscal Analysis The Engineer's Estimate for construction of this project is $7,780,000, which includes an estimated $2,400,000 in utility costs for upgrades, modifications, and replacement of sewer, water, and electrical utilities. The City has allocated $656,120 for design services and $853,960 for construction management services. The total estimated project cost is $9,290,080. Actual costs will be updated once bids are received and the Construction Contract is awarded. There is $9.2 million in bond proceeds that can be utilized for this project. Using these funds in their entirety would require other City projects have proposed using these funds to identify other funding sources. These projects include the proposed Visitor's Center complex. The available funding for the construction phase of this project after payment for design and construction management services is approximately $7.7 million, however, the authorization to expend funds (the budgeted amount for the total project) is not expected to be sufficient to cover the construction cost and therefore, an additional appropriation will be required. Any incentive offered would also require an additional appropriation. The amount of the appropriation will depend on the bids received and the inclusion or exclusion of an early completion incentive. Should the project construction bids and any incentive offered exceed the available bond funding, other funding sources, such as "Committed General Fund Capital Improvement Project Reserves", will need to be used to fund any unfunded portion of the project. Recommendations for other funding sources will be provided at the time staff requests authorization to award the construction contract for this project, expected in March, 2021. LEGAL REVIEW Approved as to Form BH Robert W. Hargreaves City Attorney DEPT. REVIEW Tom Garcia, P.E. Director of Public Works Interim City Manager: Randy Bynder: /:,,. ATTACHMENT: 1) Vicinity Map FINANCIAL REVIEW Janet M. Moore Director of Finance ASSISTANT CITY MANAGER Andy Firestine Andy Firestine Assistant City Manager 7.00' 6.67' 0 u) N 0 0 co 0000, D0000 0000 D0000 0000S V 16.00' 9.00' 13.67' 4.00' DETAIL 1 SCALE: 1"=10' 7.36' _ 8.36' DETAIL 2 SCALE: 1"=10' 6.67' _ 7.00' 00000 0000 0000C 0000 0000C M 0 13.67' DETAIL 3 SCALE: 1"=10' r 0 v N N CO (O N 0 N CONSTRUCTION NOTES LU INSTALL ACCESSIBLE PARKING, PER DETAIL ON SHEET C-10 PAINT PARKING STALL, PER DETAIL ON SHT. C-10 INSTALL STOP BAR & LEGEND INSTALL THERMOPLASTIC WHITE STRAIGHT ARROW TYPE I, PER CALTRANS STD PLANS NO. A24A INSTALL THERMOPLASTIC WHITE (RIGHT OR LEFT) TURN ARROW TYPE IV, PER CALTRANS STD PLANS A24A .5,011ERT DIAL BEFORE YOU DIG TWO WORKING DAYS BEFORE YOU DIG TOLL FREE r 800-227-2600 A PUBLIC SERVICE BY UNDERGROUND SERVICE ALERT G L A R K S Po U I R L I N ' ,_. I C161.I2�� /L223 N " L224 Q C 160• - BENCHMARK: P.D. #119 (USC&GS N-517 1955) ELEVATION: 224.51 FT. DATUM: NGVD29 LOCATION: 2" BRASS DISC LOCATED AT THE N.E. CORNER OF SAN PABLO AND HYW 111 (NCVD 29) BASIS OF BEARINGS: THE CENTERLINE OF EL PASEO. BEING N89' 44' 35"E, PER MB 21/50-54 C1S9 C173 n s—7 r 7 r�ue—�� L_ `51v^v/N 1-1 I II L121 fi 18' 108.00' 9' YP L108 • 4' TYPP t L4 25C M -J M J C24 C23 L236 L93 C71-- C68 J J 25 4' T'fP ca5 Cgr CO- 0 I L n II IL 1251 nM L8 C67 _1u C- Ls - I HORIZONTAL CONTROL PLAN - WEST SCALE: 1" = 40' \C9 126 I I I AI $W L177 3 0126 227: �':9�' �� tr•�•"s L228 178 •C 12,7 // 1 62.35' 124 0 C127 N 51.96' T s L17� C1 21 L229 L230 TYP — 53 73 -I 90.00' I I -I- II r r L131 L2314_232 HORIZONTAL CONTROL PLAN - EAST SCALE: 1" = 40' ANY MODIFICATION TO THIS PLAN MUST BE APPROVED BY THE CITY PRIOR TO CONSTRUCTION. ENGINEER MARK BY DATE REVISIONS CITY APPR. DATE ENGINEER'S SEAL 201,0F E S SI'uiiiiii,,,i m * qOn nn mn0�\\\\\\\ 414 _CO =c� uj No.69056 EXP. 06-30-20 DUDEK Engineering, Planning, Environmental Sciences and Management Services 78075 Main St., Ste. 203-G La Quinta, CA. 92253 Tel (760) 341-6660 Fax (760) 346-6118 PREPARED UNDER THE DIRECT SUPERVISION OF: CITY PERMIT # CITY ISSUE DATE: CITY OF PALM DESERT DEPARTMENT OF PUBLIC WORKS APPROVED BY: BO CHEN, P.E. CITY ENGINEER R.C.E. 64819 EXP. 6-30-2019 DATE DATE: CHARLES H. GREELY R.C.E. 69056 EXP. 6/30/20 REVIEWED AND RECOMMENDED BY: DATE r-11''�� F 8' 95% DESIGN SUBMITTAL NOT -FOR -CONSTRUCTION PLAN CHECKED BY: CIVIL TRAFFIC LANDSCAPE C42 C45 C43 59 65 L64 L66 L253'` C41 C48 C49 L245 L67 C51 L70 C50 L II LTr L134 —T-- •� rT 44 35. 50' I ll C103 roll 2J 4' L 138- C97 C104 M N J /C169 C96 P. 1 33.33' _ 1; I J 33.24' EF GRAPHIC SCALE 0 4080' SCALE: 1" = 40' CITY OF PALM DESERT PRESIDENT'S PLAZA EAST & WEST PARKING LOT IMPROVEMENTS STRIPING AND HORIZONTAL CONTROL PLAN SHEET c-11 OF SHEETS 14. CITY FILE NUMBER