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Home My WebLink About12 C37040A Ratify Utility Relocations Xpnditure 758-14STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: February 25, 2021 PREPARED BY: Randy Bowman, Senior Project Manager Andy Firestine, Assistant City Manager REQUEST: Ratify the Interim City Manager’s Authorization to enter into necessary agreements and authorize the expenditure of up to $400,000 for utility relocations related President’s Plaza East and West Parking Lot Improvements, Project No. 758-14. ___________________________________________________________________________ Recommendation By minute motion, that the City Council, 1) Ratify and confirm the Interim City Manager’s Execution and Authorization to enter into necessary agreements for utility relocation related to President’s Plaza East and West Parking Lot Improvements, Project No. 758-14; 2) Authorize the expenditure of up to $400,000 for utility relocations related to the project; and 3) Authorize the City Manager or his designee to take any action and execute any documents, necessary to facilitate these utility relocation agreements related to the project. Funds for this project are available in Account No. 4514692-4400100, Capital Bond Funds. 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 On October 15, 2020, the City Council awarded the Construction Management Services February 25, 2021 - Staff Report Ratify City Manager’s Authorization of Agreements and expenses Page 2 of 3 Contract for the President’s Plaza East and West Parking Improvements Project 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. At its meeting on January 14, 2021, the City Council authorized staff to advertise and call for bids for the construction contract. Council also authorized the Contract Documents to include an early completion incentive. The construction project was advertised on January 29, 2021. A pre-bid meeting is scheduled to occur on February 16, 2021, and bids are due on March 2, 2021. Construction is expected to begin in April with completion expected 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. As of the date of preparing this staff report, the City has received utility relocation invoices from two of the three utility providers impacted by the project for relocations of their facilities necessary for the project. Those include the following: Charter Communications: $16,905.81 Frontier Communications: $90,546.52 The third utility provider, Southern California Edison, is expected to submit their agreement and invoice around the end of February. In order to continue moving the project forward without unnecessary delays, the Interim City Manager has executed the agreements and authorized the payment of the invoices received to date to allow the utility companies to order equipment and materials, with the understanding that the Interim City Manager’s actions be ratified by the City Council at its next regular meeting. Fiscal Analysis Staff is requesting authorization to expend up to $400,000 for these relocation costs which is part of the overall expected project cost of $9,290,080. While there is $9.2 million in bond proceeds that can be utilized for this project, the current budget authorization of approximately $7.7 million is not expected to be sufficient to cover the construction cost and therefore, an additional appropriation will be required. Any early completion incentive offered would also require an additional appropriation. Should the project construction bids and any incentive offered exceed the available bond funding, February 25, 2021 - Staff Report Ratify City Manager's Authorization of Agreements and expenses Page 3 of 3 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. Requests for appropriation and recommendations for the use of other funding sources will be provided at the time staff requests authorization to award the construction contract for this project and to provide construction engineering support, expected in March, 2021. LEGAL REVIEW Approved as to Form DEPT. REVIEW FINANCIAL REVIEW ASSISTANT CITY MANAGER -Andy Firestine ya,wt". yrloow A?tdy Firestine Robert W. Hargreaves Andy Firestine Janet M. Moore And Firestine y CityAttorney Y Assistant City Manager Director of Finance Assistant City Manager Interim City Manager: Randy Bynder: Rey Synder ATTACHMENT: 1) Vicinity Map 2) Interim City Manager Memo 3) Utility Provider Invoices CITY COUNCII.4CTIOI f APPROVED DENTED. RECEIVED. OTHER AYES: -m NOES: ABSE" VERIFIED BYs r r WL OriQhmIlll an File with City C rk's Office [This page has intentionally been left blank.] CONSTRUCTION NOTES 78075 Main St., Ste. 203-G La Quinta, CA. 92253 Tel (760) 341-6660 Fax (760) 346-6118 Engineering, Planning, Environmental Sciences and Management Services PRESIDENT'S PLAZA EAST & WEST PARKING LOT IMPROVEMENTS IOEFROSS ANILCS T V ET A O I F OFLII AC RREXP. 06-30-20SERIGCDERETHP I NEREE S NAL E NGH GR E E L .AYLNo. 69056 95% DESIGN SUBMITTAL NOT-FOR-CONSTRUCTION GRAPHIC SCALE C-11 STRIPING AND HORIZONTAL CONTROL PLAN HORIZONTAL CONTROL PLAN - WEST HORIZONTAL CONTROL PLAN - EAST [This page has intentionally been left blank.] CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM To: Randy Bynder, Interim City Manager From: Randy Bowman, Senior Project Manager Andy Firestine, Assistant City Manager Date: February 12, 2021 Subject: Utility relocation agreements and expenditures for President’s Plaza East and West Parking Lot Improvements, Project No. 758-14 At its meeting on January 14, 2021, the City Council authorized staff to advertise and call for bids for the construction contract. Council also authorized the Contract Documents to include an early completion incentive. The construction project was advertised on January 29, 2021. A pre-bid meeting is scheduled to occur on February 16, 2021, and bids are due on March 2, 2021. Construction is expected to begin in April with completion expected 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. Staff has requested utility relocation quotes from utility providers and the City has received utility relocation agreements and invoices from two of the three utility providers impacted by the project. Those include the following: Charter Communications: $16,905.81 Frontier Communications: $90,546.52 The third utility provider, Southern California Edison, is expected to submit their agreement and invoice around the end of February. In order to continue moving this project forward without unnecessary delay, staff is requesting your authorization of the attached utility relocation agreements and invoices in the amounts provided herein, and for the pending agreement invoice from Southern California Edison, should it be received prior to February 25, 2021. The expenses will be paid from Account No. 451-4692- 4400100, Capital Bond Funds. Due to the amount of these invoices, a staff report ratifying your approval is being submitted for the February 25, 2021 City Council meeting along with a request to approve a not-to-exceed amount for Southern California Edison. If you concur, please indicate your approval below. Review and Concur: _______________________________ Randy Bynder, Interim City Manager BILL TO:Mary Whitenack A19100230752GJ075 Whitenack Consulting Inc. 1404 North Tustin Ave, Unit B-1 Santa Ana, CA 92705 PID:2638039 Attention:Ms. Mary Whitenack 2/2/2021 RE:CATV Relocation @President Plaza, San Luis Rey Avenue Quantity Description Cost Unit Extended Cost 1 Contract Labor 13,000.40$ EA 13,000.40$ 1 Materials 3,905.41$ EA 3,905.41$ -$ -$ -$ -$ TAX -$ -$ SHIPPING AND HANDLING -$ -$ -$ -$ Sub-Total 16,905.81$ TOTAL DUE 16,905.81$ ESTIMATE Invoice Number: Invoice Date: Payment Due upon receipt Spectrum Pacific W est LLC Attn: Ponsri Scarborough 83-473 Avenue 45 Indio, CA 92201 Letter of Intent Frontier COMMUNICATIONS Date: February 2, 2021 City of Palm Desert ATTN: Tom Garcia 73510 Fred Waring Dr. Palm Desert, Ca 92260 Phone:760-776-6469 tgarcia(c-r�,cityofpalmdesert.org Frontier Communications Attn: Daniel Mulkerin 2560 Teller Road Thousand Oaks, CA 91320 Subject: Project ID # 70107-5272879 Engineering Advance Payment — Relocation/ Adjustment of Frontier facilities feeding the Presidents Plaza East and West Parking Lot in Palm desert. This is in response to your request for Frontier Communications to perform the following work: Relocation/ Adjustments of four man holes and relocation of one cross connect cabinet located in the parking lot south of Hwy 111 and east of Larkspur and west of El Paseo in the City of Palm Desert. We have estimated that the cost of this work effort will be: $ 90,546.52 Less the Advance Engineering Design Payment (n/a): $ 0.00 Balance due to Frontier Communications: $ 90,546.52 This is the amount of the advance payment that you will be required to make. You must return this signed agreement, along with the full advance payment, before your work will be scheduled. Upon job completion, you may be issued either: (1) a refund for any overpayment, or (2) an invoice, if the final actual costs exceed the advance payments received. If you agree to these terms, please sign below and forward this signed letter agreement, a check for $90,546.52 made payable to Frontier Communications. Frontier Communications Attn: Daniel Mulkerin 2560 Teller Road Thousand Oaks, CA 91320 If you are signing for a company or other entity, then by signing below, you warrant that you are authorized to bind the company or entity to the terms of this letter agreement. Upon receipt of your signed agreement and advance payment, your work order will be released to our Construction Department for scheduling. Frontier Communications shall not be responsible to the extent its performance is delayed or prevented due to causes beyond its control, including but not limited to acts of God or the public enemy, terrorism, civil commotion, embargo, acts of government, any law, order, ordinance, regulation, or requirement of any government, fires, explosions, weather, quarantine, strikes, labor disputes, lockouts, and other causes beyond the reasonable control of Frontier Communications. REV 3/7/16 Page 2 of 2 Should you have any questions or concerns regarding these terms, please contact me at 760.778.3621. Please be advised that the price estimate quoted above is only valid for sixty (60) days from the date of this letter. If this work request is cancelled after you have signed the agreement, you will be billed for any Engineering and Construction cost incurred after the date of signature that may include the cost to place and/or remove facilities. If we do not receive this signed agreement and your full advance payment within this sixty (60) day period, we will assume that you do not want the work to be undertaken and the project will be cancelled. Sincerely, �&y ff are I agree to the terms of this agreement Frontier — Signature Company Larry Moore Frontier — Network Engineer Customer - Signature February 2, 2021 Date Customer — Title and Telephone # Billing Address Date REV 3/7/16 Page 2 of 2