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Home My WebLink AboutC37040A&B President's Plaza Parking Lot Imprvmnts 758-14Contract No. STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: March 12, 2020 PREPARED BY: Tom Garcia, Director of Public Works C37040 A & B G REQUEST: Authorize the City Clerk to advertise a Notice Inviting Bids for the construction of the President's Plaza Parking Lot Improvements, and Authorize Staff to Issue a Request for Proposals (RFP) for Construction Management Services (Project No. 758-14). Recommendation By Minute Motion: 1. Authorize the City Clerk to advertise a Notice Inviting Bids for the construction of the President's Plaza Parking Lot Improvements; and, 2. Authorize staff to issue a Request for Proposals for construction management services. Strategic Plan Obiective Economic Development Prioritv No. 1: Expand job and business creation opportunities. Action Step: Revitalize Highway 111. Look at creating a possibility of creating a "City Center' atmosphere. In order 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. General Plan Obiective Chapter 10 City Center Area Plan: Establishing a city center within Palm Desert. Goals and Policies 3.6 Parking Strategy: Encourage district -scale and shared parking strategies while discouraging new surface parking lots. The President's Plaza Parking Improvements Project will serve the goals listed in the General Plan for providing functional, well maintained, and attractive parking lots within the Highway 111/El Paseo corridor. March 12, 2020 - Staff Report Authorize Notice Inviting Bids and Request for Proposals - Presidents Plaza Parking Lot Improvements Page 2 of 4 Background Analvsis 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 will require the existing utilities to be upgraded, including water, fire, and electric services. The modernization of the trash enclosures to both reduce illegal dumping and comply with current State mandates on trash collection and recycling are also included in the Project. In August 2016, staff presented the condition of the President's Plaza East and West parking lots to the City Council. Direction was given to analyze the City's participation in rehabilitating the parking lots and to identify alternative designs that might incorporate pocket parks and open space areas for the public. On November 16, 2017, City Council approved a conceptual plan that incorporated pocket parks, which was estimated to result in the loss of 75 of the existing 828 parking stalls. On May 10, 2018, the City Council awarded the design contract to Dudek of La Quinta, California. During the design process, staff received input from the business owners that would be impacted by the parking lot rehabilitation. The business/property owners identified three (3) areas of concern. These were: 1) The total number of parking stalls lost; 2) The impacts to circulation from the proposed center pocket parks, and; 3) The enhancements proposed in the pocket parks would be of negligible benefit and could attract activities that are inconsistent with the business model for the parking area. Staff worked with the design consultant to identify design alternatives to address the comments and concerns raised by the business owners. On June 26, 2019, staff presented four (4) design options to the City Council, with a fifth option added during the review of the options at the meeting. The options were: • Option 1 - Reconstruct the parkinq lots similar to the existinq lots • Option 2 - Reconstruct the parking lots with full sized pocket parks • Option 3 - Reconstruct the parkinq lots with reduced pocket parks • Option 4 - Reconstruct the parkinq lots without center pocket parks • Option 5 - Reconstruct parking lots without center pocket parks, addinq tree wells. Option 5 was selected as the preferred alternative, with the addition of several landscaped March 12, 2020 - Staff Report Authorize Notice Inviting Bids and Request for Proposals - Presidents Plaza Parking Lot Improvements Page 3 of 4 areas and tree wells replacing parking stalls at intervals throughout both parking lots. Representatives of the property and business owners present at the Council Meeting endorsed this option as well. The parking impacts of the five options are shown below in Table 1. TABLE 1 Parking Stalls PARKING IMPACTS* Lost* Option 1 - Similar to existing layout 11 Option 2 - Full sized pocket parks 88 Option 3 - Reduced pocket parks 49 i Option 4 - Without center pocket parks 13 LOption 5 - Without center pocket parks, with additional landscaping 35** * The loss in parking was calculated without the increase required to incorporate the new trash enclosure design to comply with State mandates on organic waste recycling. ** Option 5 includes the addition of four golf cart spaces, which are not included in the parking count. With those spaces included, the parking impacts are a reduction of 31 spaces. Option 5 required a redesign of the parking areas, circulation, and utility plans. Staff continued to work with the property and business owners during the design changes, as the additional planter areas impacted the number of proposed parking spaces. It was also acknowledged that the requirements for Solid Waste and Recycling from the State would require a re -design of the waste receptacle areas, which would also impact parking spaces. Staff and the property and business owners worked on a balance of available waste areas and the distance from each business to the loss of parking spaces additional waste areas would require. It is the opinion of staff and the owners that the current plan strikes that balance. The project is scheduled to begin in June, 2020 and is 300 calendar days in duration. As originally designed, both parking lots would have been completed by March, 2021 if constructed simultaneously. Staff worked with the consultant to phase the project construction, which will lengthen the construction window but allow for one parking lot to be open during season while work is completed on the other. Under this schedule, work will continue through summer of 2020 and be completed by fall of 2021. Staff will work with the selected contractor, construction manager, and property/business owners to facilitate access to the businesses during construction. This project will be disruptive to the parking/access to businesses that front on the parking lots for long periods of time due to the unavoidable nature of the rehabilitation project. Parking, pedestrian access, water and electrical services will all have interruptions during the construction of the improvements. March 12, 2020 - Staff Report Authorize Notice Inviting Bids and Request for Proposals - Presidents Plaza Parking Lot Improvements Page 4 of 4 Due to the complexity of the project and the need to have direct and constant communication with the property/business owners and public, staff is requesting authorization to issue a Request for Proposals (RFP) for construction management services for this project. The RFP includes public outreach for the property/business owners and public, as well as construction inspection, materials testing, and other construction management services. The consultant team will provide services similar to those provided on the San Pablo Phase 1 construction project. In an effort to increase the potential pool of bidding contractors, this project will utilize the City's electronic bidding process, where the plans and specifications will be available on- line. Bid proposals will be submitted electronically and awards will be made based on the bids received. This simplified and expanded process is in place to encourage a wide array of qualified contractors to review and bid on the project. Fiscal Analvsis The Engineer's Estimate for 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 construction management services are estimated at $1.1 million. The total estimated project cost is $9,536,120. Actual costs will be updated once bids are received and the Construction Contract and Construction Management Contract have been negotiated. There are capital project bond proceeds available to finance this project in the amount of $8.8 million, which leaves an estimated deficit of approximately $736,120. Any potential deficit on this project is not eligible for Measure A funding, so other sources such as unobligated General Fund Capital Reserves will need to be used if necessary. These other sources will be identified at the time that the City submits approval for construction of the project and construction management services. LEGAL REVIEW DEPT. REVIEW FINANCIAL ASSISTANT REVIEW CITY MANAGER N/A UWL- Robert W. Hargreaves Tom Garcia, P.E. !Ja t M. 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