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Home My WebLink AboutC35520B - CA2 - San Pablo Imprvmnts Prjct STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: October 11, 2018 PREPARED BY: Cora L. Gaugush, Management Specialist II REQUEST: APPROVE CONTRACT AMENDMENT NO. 1 TO CONTRACT NO. C35520B WITH DOKKEN ENGINEERING OF SAN DIEGO, CALIFORNIA, IN THE AMOUNT OF $14,260.00 Recommendation By Minute Motion; 1. Approve Contract Amendment No. 1 to Contract No. C35520B with Dokken Engineering, Inc., of San Diego, California, for Additional Work in conjunction with the San Pablo Improvements ( Project 691-16); and 2. Authorize the Mayor to execute the same. Strategic Plan • Land Use - Priority 4: "Create a mixed-use city core integrating shopping, dining, lodging, and housing." • Tourism and Marketing — Priority 1: "Improve access to Palm Desert and its attractions to enhance the ease of lifestyle." • Transportation — Priority 1: "Create walkable neighborhoods and areas within Palm Desert that would include residential, retail, services and employment centers, and parks, recreation and open space to reduce the use of low occupancy vehicles." • Transportation — Priority 3: "De-emphasize single/low-occupancy vehicles and optimize modes of travel (bus, carpool, golf-cart, bicycle and pedestrian)." Background Analysis On March 22, 2018, City Council awarded the Engineering Design Contract for the San Pablo Improvements to Dokken Engineering of San Diego, California, in the amount of $891,155. October 11, 2018 - Staff Report Approve Contract Amendment No. 1 to Contract No. C35520B Page 2 of 2 In June of 2018, an opportunity to apply for an Active Transportation Program (ATP) Grant from Caltrans was made available. The grant process is significantly complex and little time remained to apply for the subject grant. Dokken was familiar with the ATP application process and had assisted other agencies with ATP applications. Dokken provided a proposal and a timeline to submit the application. It was important that Dokken get started immediately since the application was due on July 31, 2018. City Manager approved the extra work involved to apply for the multi-million dollar grant, with the understanding, upon completion, staff would go to City Council and have the approval for the additional expenditure approved. Staff is requesting that City Council now ratify the Contract Amendment permitting payment to Dokken Engineering, Inc., for this task. . Fiscal Analysis The grant award is $3,273,000. The potential cost benefit of receiving the grant will well justify the cost involved with the complex preparation. LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY MANAGER REVIEW 44_ N/A Robert W. Hargreaves Tom Garcia, P.E. Janet Moore Lauri Aylaian City Attorney Director of Public Works Director of Finance City Manager CONSULTANT: Dokken Engineering, Inc. 1450 Frazee Road, Suite 100 San Diego, California 92108 ATTACHMENTS: Contract Amendment No. 1 Memo dated June 25, 2018, Approving Extra Work Vicinity Map CITY OF PALM DESERT triti rein PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM To: Lauri Aylaian, City Manager From: Joel Montalvo, P.E. Senior Engineer f Date: June 25, 2018 Subject: EXTRA WORK AUTHORIZATION FOR DOKKEN ENGINEERING An opportunity to apply for an Active Transportation Program (ATP) grant from Caltrans has become available. Dokken our design consultant for the San Pablo Avenue Corridor improvements is ready and willing to assist the City in applying for this grant. Grant funds would be used to pay for all or a portion of the San Pablo improvements between Fred Waring Drive and Magnesia Falls. This section of San Pablo is the missing link between the proposed CVLink on Magnesia Falls and the San Pablo Avenue Corridor Improvements. Dokken is familiar with the ATP application process and has assisted other agencies with ATP applications. Dokken has provided a proposal and a timeline to submit the application. It is important that Dokken get started immediately since the application is due on July 31, 2018. Attached please find Dokken's proposal for the extra work in the amount of $14,260 to assist the City in the preparation of the ATP Grant. The current contract amount is $891,155 the additional $14,260 will be added to the contract amount. The new contract amount will be $905,415. A staff report will be brought before Council at project completion to ratify the authorization. If you concur, please sign your authorization. auri Aylaian, City Manager G 1PubWorks1PROJECTSb91.18 San Pabla ImorovemenlalInvolces100*112017.11•02 Memo-MG aura work doe XDOKKENENGINEERING_ m r.rat,t:f „tat„„, SUlvti,„,!. h o. c,,,,,,,,f to c,,,,trtr ,,11t June 22,2018 City of Palm Desert Department of Public Works Joel Montalvo,P.E.,Senior Engineer 73-510-Fred Waring Drive Palm Desert,CA 92260-2578 RE: San Pablo Avenue Active Transportation Program(ATP)Grant Application Dear Mr.Montalvo, Dokken Engineering is excited to assist the City in the preparation of a State of California Department of Transportation ATP Cycle 4 Grant Application. The City has requested a Grant Application for Zone 3 of the San Pablo Avenue Corridor. Zone 3 begin at the intersection of Fred Waring Drive and extends North to Magnesia Falls Drive. A roundabout is proposed at the intersection of San Pablo Avenue and Magnesia Falls Drive.The Grant Application will be based on the Concept developed by the City. Scope of Services: Task 1:Grant Coordination Dokken Engineering will coordinate with the City of Palm Desert and the Coachella Valley Association of Governments. We will request demographic,count,safety data,prior outreach efforts,letters of support, etc.that are required to maximize the City's scoring potential of the grant. Based on the work we have completed on ATP Cycle 4 Grant Applications;we request these initial items from the City. 1. Page 6-School name and additional school information requested. Letter of support from school . 2 Page 18—Disadvantaged Communities information . 3. Page 20—Pedestrian and bicycle counts, Student enrollment, local public health information 4. Page 22—Collision Data of Pedestrian and bicyclists. Heat maps,collision maps,etc. 5. Page 25—Prior public participation,provide documentation,type,extent and duration 6. Page 26—Innovative Project Elements 7. Page 27—Transformative Projects in the vicinity will transform the nature of this project 8. Page 31 — City will need to send an email to the California Conservation Corps or Certified Community Conservation Corps and receive a response back 9. Page 33—Attachments, Letters of Support, 10 maximum Task 2:Preparation of the ATP Cycle 4 Grant Application Dokken Engineering will prepare the draft and final grant application. During the preparation of the grant, Dokken Engineering will provide written updates to the City with additional information needed to complete the grant. 1415')I7razoe Rood,Suite 1C0 S:in Diego,CA 921OR • Tele:858 51.18377 • Fax.858 514 8608 • www.clokkenengineering.coni ii12)(Ei Task 3: Support Documents Dokken Engineering will prepare a capital cost estimate for this project. As part of the Grant Application, Dokken Engineering will develop a Total Project Cost and Schedule as outlined in the Grant Application requirements. Attachments will include location, project limits and additional exhibits to support the grant. Schedule The ATP Cycle 4 Grant Application is due to Caltrans by July 31,2018. Milestone Schedule NTP:June 26,2018 Submit request for information to City:June 27,2018 Complete first draft of Grant Application:July 6,2018 Submit summary of outstanding items:July 6,2018 Submit draft of Grant Application:July 13,2018 Submit summary of outstanding items:July 13,2018 Submit Final Draft of Grant Application:July 20,2018 Submit Final Grant to Caltrans: July 27, 2018 Fee Proposal John Klemunes Mike Greer Assist Engineer Task $250/hr $170/hr $100/hr 1 4 $1,000 10 $1,700 2 2 $ 500 8 $1,360 60 $6,000 3 2 $ 500 4 $ 680 32 $3,200 Total 8 hours $2,000 22 hours $3,060 92 hours $9,200 Total: 122 hours $14,260 Thank you for the opportunity to provide a proposal to assist the City to prepare the ATP Cycle 4 Grant Application for the San Pablo Avenue Corridor. Sincerely, "Ail John Klemunes Project Manager CITY OF PALM DESERT Contract#/P.O.# C35520B PROFESSIONAL SERVICE AMENDMENT ChanAmendment 1 ge Order No.. Contingency: YES NO Contract Purpose Design Engineering for San Pablo Improvements Account No. 4514342-4400100 Consultant's Name Dokken Engineering, Inc. Project No. 691-16 Address: 1450 Frazee Road, Suite 100 Vendor No. V0009069 San Diego, California, 92108 You are hereby requested to comply with the following changes from the contract plans and specifications: DECREASE INCREASE DESCRIPTION OF CHANGES In Contract Price In Contract Price Completion of Active Transportation Program (ATP) Grant $14,260.00 TOTALS: - 14,260.00 NET CHANGE IN CONTRACT PRICE: 14,260.00 JUSTIFICATION: City Manager authorized extra work to complete the STP Grant, which can be a very arduous process. The call for project left little time for staff to familiarize themselves with the application process and requested this to be completed by an outside consultant. TOTAL BUDGET FOR PROJECT: + 891,115.00 CONTINGENCY: Less: Expend. & Encumb. To Date: - 891,115.00 Amount Approved by Council: + Less: This Change Order Amount: - 14,260.00 Less: Prior Amendment(s): - BALANCE OF BUDGET Less: This Amendment: - REMAINING FOR PROJECT: (14,260.00) Balance Remaining of Contingency: - The amount of the Contract will be (Decreased) Increased by the Sum of: Fourteen Thousand, Two Hundred Sixty Dollars and No/00 Dollars ($14,260.00). G:\PubWorks\Staff Reports\2018\10-11\05 Approve CAa1 to C353206B\Contract Amendment No 1 to Dokken 691-16.doc Continued on reverse ... Contract C35520B Amendment No. 1 Continued from front This Professional Service Amendment covers changes to the subject contract as described herein. The Consultant shall perform all work as necessary or required to complete the Professional Service Amendment items for a lump sum price agreed upon between the Consultant and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension -0- Days. Revised Contract Total $905,415.00 _ The undersigned Consultant approves the foregoing Professional Service Amendment# 1 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Professional Service Amendment # 1 . The Consultant agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Professional Service Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Professional Service Amendment shall be effective when approved by the Owner. Execution of this Professional Service Amendment by the Consultant constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Professional Service Amendment, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of productivity, as well as any and all consequential damages. This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have required signatures as per the purchase resolution. 1. REQUESTED BY: 2. ACCEPTED BY: DEPARTMENT HEAD CONSULTANT Date Accepted 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR SABBY JONATHAN, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval CITY MANAGER Date Approved G:\PubWorks\Stall Reports\2018\10-11\05 Approve CAd1 to C353206B\Contract Amendment No 1 to Dokken 691.16.doc Continued on reverse ... , /irk VICINITY MAP ''�') es1 ►L-L fi{y; I1 [IIVIIS11fII1 11 '� D a, l_�+ 111111111 w F w 6 ■■ ti.� , c Fe 2 , _M■1".1 ■ 1 ce Fe CP II ilt IIlf 4 1-- —*1.-UMN1•WA •IP Q. Q ,•• * ,••* r" �. ir a : ' ,swk ___i_____. r0:411111i AN p i1d14Illi NlilafAY/ RIVATf oAD t ��iiOiii , _.... I0 en% , 1- IMEN mm um iT■■[fa mm LMNWAY iilikomfilim7e.!.7::7;i1,0j r f .N _ _ - 1.l WNNW J . i-( i - �/ \n le • . 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