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Home My WebLink AboutC37040 Design President's Plaza E & W Parking Lot 758-14Contract No. C37041 STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: July 11, 2019 PREPARED BY: Bo Chen, P.E., City Engineer REQUEST: Select an aftemative for the design of President's Plaza East and West Parking Lot Improvements (Project No. 758-14) and approve Amendment No. 1 to Contract No. C37040 with Dudek. Recommendation By Minute Motion: 1. Select an alternative for the design of President's Plaza East and West Parking Lot Improvements; 2. Approve Contract No. C37041, Amendment No. 1 to Contract No. C37040 with Dudek, in an amount to be provided at the July 11, 2019 City Council meeting; 3. Authorize the Mayor to execute the contract amendment; Funds are available in Account No. 4514692-4400100, SARDA Bond Project Funds. 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, staff believes the City must be an active participant. Assistance with providing large blocks of attractive and efficient public parking will serve the City's interests with regard to the redevelopment of the Highway 111 corridor. General Plan Obiective Chapter 10 City Center Area Plan: The intent of this Chapter of the General Plan is to create an in depth plan aimed at establishing a true city center within Palm Desert by creating a framework, design objectives, and implementation techniques for future development. July 11, 2019 - Staff Report Presidents Plaza Parking Lot Improvements — Contract No. C37041, Amendment No. 1 to Contract No. C37040 with Dudek Page 2 of 5 Goals and Policies 3.6 Parking Strategy. Encourage district -scale and shared parking strategies while discouraging new surface parking lots. Finding a long-term solution to the President's Plaza parking area will serve the goals listed in the General Plan for providing large-scale shared parking lots. Backaround Analvsis The President's Plaza East and West parking lots have been in a state of deterioration for approximately 20 years. The last major City project that revitalized the two parking lots was done in 1997. The two parking lots have excessive tree root damage and utility trenching that have damaged the pavement structure beyond repair. In August 2016, the City Council hosted a study session where staff presented the condition of the President's Plaza East and West parking lots. Subsequent to the study session, staff was asked to review the legality of the City's participation in revitalization of the private parking lots. Staff was also asked to pursue alternative designs that might incorporate pocket parks and open space areas. On November 16, 2017, City Council approved the conceptual plan incorporating pocket parks within the parking areas, losing 75 of 828 parking stalls. The City Council also directed staff to move forward with a request for design -build proposals. Staff elected to move away from a design -build procurement due to the lack of interest in design -build civil construction projects experienced on the San Pablo Avenue project. Instead, staff moved forward with a traditional standard design -bid -build contract procurement for the project. The estimated cost of construction for the approved concept is approximately $8 million. On May 10, 2018, the City Council awarded Contract No. C37040 for professional engineering, landscape architecture, and utility design services to Dudek of La Quinta, California, in an amount not to exceed $606,120. Midway through the design, staff and City Council received comments and a petition from affected business owners concerning the latest design based on the conceptual plan. There were three (3) major concerns brought up by the business owners: 1) the total number of parking stalls lost, 2) circulation with the proposed center pocket parks, and 3) the benches proposed in the pocket parks could attract homeless individuals. In an attempt to address the comments and concerns raised by the business owners, staff worked with the design consultant to come up with several design alternatives. On June 26, 2019, staff presented four (4) design options to the City Council in a study session. Each concept presents its own unique strengths and weaknesses. The strengths and weaknesses are identified as follows: July 11, 2019 -Staff Report Presidents Plaza Parking Lot Improvements — Contract No. C37041, Amendment No. 1 to Contract No. C37040 with Dudek Page 3 of 5 Option 1 - Reconstruct the parkinq lots with lavout similar to the existinq This option was prepared by staff as a repaving of the existing parking lot with minimal enhancements or landscape additions. This option would result in a total loss of 11 parking stalls, which has the least amount of all the options under consideration. However, it is also the option that least follows Council direction, with minimal landscape and other enhancements. Option 2 - Reconstruct the parking lots with full sized pocket parks This option is based on the previously approved conceptual plan, resulting in a total loss of 88 parking stalls. This is a loss of an additional 13 stalls over the 75 identified in the conceptual plan. The additional loss of parking is due to space modifications of isle width needed to comply with fire access and American Disability Act (ADA) requirements. This option is the most consistent with the approved concept and includes the most landscape and other enhancements to the parking lots. Option 3 - Reconstruct the parkinq lots with reduced pocket parks This option is similar to Option 2, but with reduced landscaping and enhancements, which is done in order to reduce the number of lost parking stalls. This option maintains the center islands and landscaped areas at the entrances to the parking lots, but at a reduced size. This modification results in a total loss of 49 stalls over both lots, as compared to 88 stalls in Option 2. This option is relatively consistent with the approved design concepts, but at a reduced scale. Option 4 - Reconstruct the parking lots without center pocket parks This option is a variation of Option 1 and Option 3. Under this option, the center islands are eliminated and the parking entrance landscape areas are reduced. This option has minimal landscaping and enhancements, and is similar to Option 1 in its minimalist design features. This option results in the loss 13 parking stalls over the two parking lots, and is the greatest variance from the approved design concepts. Option 5 - Reconstruct parking lots without center pocket parks, addinq tree wells. This option was not included in the June 26, 2019, study session, but was proposed by Council to address the lack of landscaping in Option 4. The direction was to replace parking stalls with landscaped areas and tree wells at intervals throughout both parking lots. Representatives of the property and business owners also proposed this variation on Option 4. July 11, 2019 -Staff Report Presidents Plaza Parking Lot Improvements — Contract No. C37041, Amendment No. 1 to Contract No. C37040 with Dudek Page 4 of 5 Option 5 has not been designed and, as of the date of this staff report, the total impact on parking from replacing parking spaces with landscaping and tree wells is being analyzed by the City's design consultant and staff from both Public Works and Community Development. Staff will present this alternative in greater detail at the Council Meeting, complete with parking impacts and any deviations from the City's current shade requirements and landscaping standards for parking lots. One of the impacts of this design is the elimination of waste storage areas in the center of the parking lots, which will require businesses to haul waste and recyclables to either end of the parking lots where the waste containers will be concentrated. The addition of waste areas to store bins in the center of the parking lots will impact the number of available parking stalls. The following table summarizes all five different design alternatives showing the number of parking stalls lost: Design Alternatives Parking Stalls Lost* Option 1 - Reconstruct the parking lots with layout similar to existing 11 Option 2 - Reconstruct parking lots with full sized pocket parks 88 Option 3 - Reconstruct parking lots with reduced pocket parks 49 Option 4 - Reconstruct parking lots without center pocket parks 13 Option 5 - Reconstruct parking lots without center pocket parks with TBD more tree wells. * The number of parking stalls lost will increase slightly in the final design to incorporate the new organic trash enclosure design. Depending on the direction from the City Council on selecting an alternative that differs from Option 2, the current design, staff recommends that the City Council approve a contract amendment for Dudek, the City's design consultant, to prepare plans for the selected alternative. The contract amendment will also include $7,000 for the 3D renderings that the consultant prepared for the June 26, 2019, study session. The cost associated with modifying the current plan set to conform with the selected option has not yet been determined, but an estimate will be made available at the July 11, 2019 City Council meeting. In order to maintain the project schedule, it is critical that the consultant begin modifying the plans as soon as possible. Approving the contract amendment at this time will allow the consultant to work on the plans over the summer, which minimizes the delay to the project construction and completion. July 11, 2019 - Staff Report Presidents Plaza Parking Lot Improvements — Contract No. C37041, Amendment No. 1 to Contract No. C37040 with Dudek Page 5 of 5 Fiscal Analvsis This Amendment will increase the cost of the consultant's contract by $ for a new contract total of $ . Beyond this amendment to the contract, there may be some change in the cost of the construction that cannot be determined yet, as it depends on the option selected. The current estimated cost of the overall project is approximately $8 million. In February of 2015, the City and the Successor Agency to the Palm Desert Redevelopment Agency entered into a Bond Funding Agreement to finance this project in the approximate amount of $8 million dollars, with the understanding that as projects are completed, any available proceeds could be reallocated for other listed projects. LEGAL REVIEW DEPT. REVIEW Robert W. Hargreaves Tom Garcia, P.E. City Attorney Director of Public Works APPLICANT: Dudek 605 Third Street Encinitas, CA 92024 ATTACHMENTS: First Amendment (draft) Preliminary Schedule Vicinity Map FINANCIAL REVIEW CITY MANAGER et M. Moore Lauri Aylaian Director of Finance City Manager CONTRACT NO. C37041 FIRST AMENDMENT TO CONTRACT NO. C37040 WHEREAS, the City of Palm Desert ("City") and Dudek, ("Consultant'), entered into an agreement, dated May 10, 2018, for engineering consulting services for the Presidents Plaza East and West Parking Lot ("Agreement'), the parties wish to amend the Agreement effective July 11, 2019. NOW, THEREFORE, the parties agree as follows: A. Term is amended to add the following paragraph to the end of the existing section, as amended. "The term of this Agreement is extended, and shall include the time period from July 11, 2019, through June 30, 2020." B. Compensation is amended to add the following paragraphs to the end of the existing section, as amended. "Additional compensation in the amount of $7,000 for preparation of 3D renderings for City Council Study Session and $ to modify the design should an altemative design be selected by City Council, shall be added to the total compensation." C. All other terms and conditions of the Agreement shall remain unchanged, and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the 11 th day of July, 2019. CITY OF PALM DESERT A Municipal Corporation Lauri Aylaian, City Manager City of Palm Desert Attest: Rachelle D. Klassen, City Clerk CITY OF PALM DESERT, CALIFORNIA Approved as to Form: Robert W. Hargreaves, ESQ., City Attomey DUDEK Consultant Approved as to Content: Tom Garcia, P.E. Director of Public Works CONTRACT NO. C37041 CONTRACTOR NOTARY ACKNOWLEDGMENT A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California } } SS County of Riverside } On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature (Seal) President's Plaza Parking Lots Preliminary Schedule Milestone Select an alternative/approve contract amendment Consultant to prepare & submit 60% design City Review Consultant to prepare & submit 90% design City review Consultant to prepare & submit 100% design Final review Final design approval Council authorization to bid Advertise to bid Open bids Award construction contract Construction Start Date Finish Date 07/11/2019 07/11/2019 07/12/2019 08/20/2019 08/21 /2019 09/18/2019 09/ 19/2019 10/ 18/2019 10/21 /2019 11 /11 /2019 11 /12/2019 12/03/2019 12/04/2019 12/23/2019 01 /09/2020 01 /09/2020 01 /23/2020 01 /23/2020 01 /24/2020 02/24/2020 02/24/2020 02/24/2020 03/26/2020 03/26/2020 05/28/2020 09/28/2020 T� rlr�V V+ 0- CD [!a N 0) m w r--r i� CD r-q- LARKSPUR LN N I � . r n Q LARKSPUR LN � L i ■ . ■ ■ ■i ■ ■ IL--w ■ ■ a ! v Q-M ■ i i r ■ ■ i . . `S4 ! H4&1 EY4 VE n r- m ca a 0 0 v SAN L U15 REY-AVE r a v 0 40 A ❑ ■ . °m y j b ■ ■ m N7 dVgd A 7x:Dldd ■ ■ � a 1m � • a � � a 3n b-V 7 01-d Od Po-RT0-1--A-R N CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM To: Rachelle Klassen, City Clerk From: Bo Chen, P.E., City Engineer Date: July 09, 2019 Subject: Supplemental Information for the President's Plaza Parking Lot Improvements Project The President's Plaza Parking Lot Improvement Project was presented to the City Council at a special Study Session on June 26, 2019. Four alternatives were presented for consideration and review, each of which offered variations on the areas reserved for parking and landscaping/pedestrian enhancements. Based on the information provided by Council Members and the property owners, staff worked with the design engineer to prepare a fifth alternative, which is a modification of Alternative 4 that incorporates additional planting areas by converting parking spaces. The renderings for the five alternatives have been prepared by the City's design consultant and reviewed by staff, and are attached. These renderings are not final designs and will be modified as additional information becomes available, but they offer a range of options for the Council to consider when the item is presented for discussion and direction under Item 18 A: Old Business, at the July 11 City Council Meeting. The table below summarizes the impacts on parking for options one through five. Desi n Options Parking Spaces Lost (-) or Gained (+) Option 1 -11 Option 2 -80 Option 3 -44 Option 4 +3 Option 5 -11 Please note that the number of parking spaces provided in the staff report is different from what is shown here and these numbers are expected to vary slightly in the final design. cc: Tom Garcia, P.E., Director of Public Works $ did 6_ IN BE Laurie Aylaian, City Manager 301At 0 S.Ab310 A 110 (13A1303a =r mc-owxm)-.r I. X (n K M > U) > r- M M CD > > . 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