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HomeMy WebLinkAboutC36710 - CA1 - Trffc Sgnl Mdfctn Intercnnct Cable 550-18 ITE Lit Contract No. C36710 STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: December 13, 2018 PREPARED BY: Randall J. Bowman, Senior Transportation Engineer REQUEST: Approve Contract Amendment No. 1 to Contract No. C36710 with Advantec Consulting Engineers, Inc., of Irvine, California, for Traffic Signal Modifications, Interconnect Conduit Cable Improvements, and Fire Station Warning System Improvements in the amount of $9,990.00 (Project No. 550-18) Recommendation By Minute Motion; 1. Approve Contract Amendment No. 1 to Contract No. C36710 with Advantec Consulting Engineers, Inc., of Irvine, California, (Advantec) for Traffic Signal Modifications, Interconnect Conduit Cable Improvements, and Fire Station Warning System Improvements in the amount of $9,990.00. 2. Authorize the Mayor to execute Contract Amendment No. 1 to Contract No. C36710. Funds are available in Traffic Signal Modification — Hwy 111 at Parkview/Painters Path Account No. 2134250-5000901; Traffic Signal Modification — El Paseo at San Luis Rey Avenue Account No. 2344250- 5000902; and Interconnect System Improvement Project Account No. 2134594-4400100. Strategic Plan Objective The proposed action will further the goals of the Strategic Plan by providing a safe and efficient transportation system for both residents and visitors. Background Analysis On February 8, 2018, City Council awarded Contract No. C36710 to Advantec in an amount not to exceed $51,875.00 for traffic signal modifications, interconnect conduit, and fire station advance warning system improvements for Fire Station 71 located at 73995 Country Club Drive. December 13, 2018 - Staff Report Amendment No. 1 to Contract No. C36710 with Advantec Consulting Engineers, Inc. Page 2 of 2 Contract Amendment No. 1 in the amount of $9,990.00 increases the total contract with Advantec to $61,865.00 to allow the City to address project needs not previously anticipated in the original contract scope, which includes: 1. Extend traffic signal interconnect to link with a traffic signal and traffic interconnect project in Rancho Mirage, including the Monterey Avenue corridor. The cities of Palm Desert and Rancho Mirage share responsibility for traffic signal operations and maintenance along the Monterey Avenue corridor. 2. Assess the existing crosswalk layout and design a new crosswalk configuration at the intersection of San Luis Rey Avenue and El Paseo. Design of the fire station advanced warning system for Fire Station 71 has temporarily been placed on hold pending further discussion with the Fire Department of the scope of the improvement. Fiscal Analysis Approval of Contract Amendment No. 1 requires an additional $9,990.00. Sufficient funds are available in the project accounts associated with the project. LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY MANAGER REVIEW N/A •-� ��✓ fir,, i r r �''/ Robert W. Hargreaves Tom Garcia, P.E. irt Moore Lauri Aylaian City Attorney Director of Public Works Director of Finance City Manager CONSULTANT: Advantec Consulting Engineers, Inc. 1200 Roosevelt Irvine, CA 92620 ATTACHMENTS: Contract Amendment No. 1 Vicinity Map c ADVANTEC Because We Care November 20, 2018 Randy Bowman,Senior Transportation Engineer City of Palm Desert-Public Works 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 ADVANTEC Project No:9803-0106 SUBJECT: Additional Professional Services for Traffic Signal Modifications, Interconnect Improvements and Fire Station Warning System Installation Project No.550-18 Mr. Bowman, ADVANTEC Consulting Engineers, Inc. (ADVANTEC), is pleased to present our addendum to provide additional professional traffic engineering services associated with the Traffic Signal Modifications, Interconnect Improvements and Fire Station Warning System Installation Project No. 550-18. ADVANTEC appreciates the opportunity to submit this letter proposal and looks forward working with the City. Our scope of services and schedule are provided in Exhibit A, and fees are provided in Exhibit B. If you have questions, please feel free to contact me at the office (949) 861-4999, cell (714) 904-0067 or jdorado@advantec-usa.com. Sincerely, ADVANTEC Consulting Engineers, Inc. City of Palm Desert Approved By: John Dorado, PE Date: Project Manager Carlos Ortiz, PE,TE, PTOE Project Director Chief Operating Officer/Principal 1200 Roosevelt • Irvine • CA 92620 • (949)861-4999 • www.advantec-usa.com Traffic Signal, Interconnect Improvements,and Fire Station Warning System—Project No. 550-18 City of Palm Desert November 20,2018 EXHIBIT A SCOPE OF SERVICES for ADDENDUM NO. 1 City of Palm Desert Traffic Signal Modifications, Interconnect Improvements and Fire Station Warning System Installation Project No. 550-18 These additional scopes of services are based on the request from City staff during our discussions on October 30, 2018 and November 8,2018 which is summarized below. DESCRIPTION OF ADDITIONAL WORK Coordination and Integration with the City of Rancho Mirage's Fiber Optic Communication Project The City of Rancho Mirage is will be upgrading their traffic management system and traffic signals to the latest technologies, and their communications system to fiber optic. Since the Cities of Palm Desert and Rancho Mirage share traffic signals, a new communication link will be will required. Therefore, this will require: • Coordination with the City of Rancho Mirage's Fiber Optic Communication Project. • Providing a communication link along Highway 111 from City Limits to Fred Waring Drive, and routing communications to City Hall. • Based on our discussion with City Staff and coordination with the City Rancho Mirage, we will remove the existing signal interconnect cable (SIC) along Highway 111 from the City Limits to Fred Waring Drive (approx. 1,650 feet) and replace it with a new 144 strand singlemode fiber optic(SMFO)cable.This will require: a Field review to confirm existing the infrastructure including the communication alignment, conduit size,and pull boxes. • The improvements will consist of: a Replacing existing pull boxes with new No. 6 pull boxes with 45-degree sweeps a Removing existing pull boxes and conduit sweeps, and installing new conduit from each end. This will reduce the number of new pull boxes that will be replaced, and it will increase the spacing between pull boxes. When installing fiber optic cable, the typical spacing between pull boxes range from 500 feet to 600 feet. a A new fiber optic splice vault will be installed on the N/W corner of Park View Drive/Highway 111, and at least 100 feet of fiber optic cable will be coiled in order to provide sufficient slack for the connection with the City of Rancho Mirage fiber. • As a result, a new fiber communication plan (1 sheet) will be prepared to show these improvements,and fiber optic assignment details will be updated. • This will also require updates to our current design plans: a The traffic signal modification plan at Park View Drive and Highway 111 a The fiber optic communication plan along Fred Waring Drive from Highway 111 to Town Center Way 2 Traffic Signal, Interconnect Improvements,and Fire Station Warning System—Project No. 550-18 City of Palm Desert November 20,2018 New Crosswalk Detail at El Paseo and San Luis Rey Avenue This is a skewed intersection, and the City requested ADVANTEC to review the current crosswalk striping and determine if it is: 1) ADA and CAMUTCD compliant and, 2) to provide 2 alternative layouts to enhance the layout and visibility of the pedestrian crossings. • ADVANTEC will provide the City with 2 alternative crosswalk layouts that are ADA and CAMUTCD compliant • The preferred crosswalk striping will be shown on the traffic signal plan and a crosswalk detail will be provided Removal of the Fire Station Warning System Based on the City's meeting with the Fire Department Staff(Fire Station No. 71)and our discussion with City Staff, the City would like to remove the Fire Station Warning System from the plan set at this time. This will allow the City additional time to determine their preferred Fire Station Warning System. This will also help expedite the review and approval process, and delivery of the bid package for the other traffic signal modifications and communication improvements that are involved with this project. Updates to the Project Plans,Specifications,and Estimates(PS&E) The following summarizes additional work that will be required due to additional work and updates to the plan set,as mentioned above: • Plan Set a Revise the Title Sheet a Add one new fiber optic communication sheet a Update fiber assignment details a Add a new signing/striping plan at El Paseo and San Luis Rey Avenue • Special Provisions a Add specific details, requirements, and coordination for the City of Rancho Mirage's Fiber Optic Communication Project. a Updates based on: • The additional fiber optic communications improvements • Removal of the Fire Station Warning System • Additional signing and striping • Engineer's Construction Quantities and Cost Estimates a Updates are based on: • The additional fiber optic communications improvements • Removal of the Fire Station Warning System • Additional signing and striping Task 1 Project Management and Coordination ADVANTEC will provide additional Project Management activities to manage the additional work and tasks identified in this addendum. This includes coordination with the City, the City of Rancho Mirage, including coordination with the City's Project Manager in order to provide up-to-date project status, discuss any concerns or issues, and follow-ups on any requests or action items. 3 Traffic Signal, Interconnect Improvements, and Fire Station Warning System—Project No. 550-18 City of Palm Desert November 20, 2018 Deliverables: Additional project management and coordination for our additional work including our field review, coordination with City staff, and the City of Rancho Mirage's Fiber Optic Communication Project. Task 2 Data Collection and Field Review ADVANTEC will coordinate with City staff, collect and review available data for use and record drawings associated with the new fiber optic communications/interconnect alignment. ADVANTEC will conduct a thorough field review along the roadway segments with the new fiber optic cable, and at signalized intersections that will require fiber optic communication equipment upgrades. Our field review will consist, but not limited to,collecting the following: • Communication conduit sizes, pull boxes, conduit sweeps, and cables; • Nearby underground, at grade and above ground utilities, cabinets, manholes,etc.; • Other field conditions that might affect a design decision; • ADA compliance and constraints;and • Photographs of each signalized intersection, traffic signal equipment, communication equipment,and roadway features. Deliverables: Data collection inventory, project survey,field review notes,and photos. Task 3 Project Plan Set(Additional Sheets and Updates) The following summarizes our description of the additional sheets and updates to the current plan set. Title Sheet ADVANTEC will prepare a project title sheet. The project Title Sheet will include project title, vicinity map, general notes, benchmark with basis of coordinates, dig alert information, list of utility companies with contact name and telephone number,sheet index,and legend of symbols. Fiber Optic Communication Plans ADVANTEC will prepare additional fiber optic communication plans that consists of installing new fiber optic cable inside new/existing conduit, pull boxes, pull box modifications, splice vaults, and the associated fiber optic communications equipment. The new fiber optic cable will tie into existing/new pull boxes and use existing/new conduit in order to connect to the traffic signal controllers. Conduit with fiber optic cable will be modified to have 45-degree sweeps entering the pull boxes — other improvements are summarized in the Description of Additional Work above. The additional work includes: • Providing one additional sheet for: o The removal of the existing signal interconnect cable (SIC) along Highway 111 from the City Limits to Fred Waring Drive (approx. 1,650 feet) and replace it with new 144 strand singlemode fiber optic(SMFO)cable. As a result of the additional work,the current fiber optic communication plans will be updated: • Fiber optic communication plan along Fred Waring Drive from Highway 111 to Town Center Way (1 Sheet) 4 Traffic Signal, Interconnect Improvements, and Fire Station Warning System—Project No.550-18 City of Palm Desert November 20, 2018 The fiber optic communication plans will include all base mapping and any construction details necessary to facilitate the installation of the project improvements. The fiber optic communication plans will be prepared at 1" =40' scale in AutoCAD in accordance with the latest State, County, and City Standards. Detail Sheets The additional work includes updated fiber assignments details that shows connections and splicing, for communications to the traffic signals and connectivity with the City of Rancho Mirage fiber optic cable. Traffic Signal Modification Plan Updates As a result of the additional work,the following current traffic signal plans will be updated: • The traffic signal modification plan at Park View Drive and Highway 111 Fire Station Warning System Plan (Remove from Plan Set) This plan will be removed from the plan set for a future or stand-alone project. The plan set will be updated to reflect these changes. Signing and Striping Crosswalk Detail ADVANTEC will prepare an additional signing and striping detail for the new crosswalk layout at El Paseo and San Luis Rey Avenue. Prior to the final layout, ADVANTEC will provide the City with 2 alternative crosswalk layouts that are ADA and CAMUTCD compliant for the City's review and approval. The preferred crosswalk striping will be shown the traffic signal plan and on a detail sheet. Deliverables: Additional Sheets: • Fiber Optic Communication Plans (1 Sheet), and Updated Fiber Assignment Details • Signing and Striping Crosswalk Detail Updates to the following sheets: • Title Sheet, Traffic Signal Modification Plan Updates (1 Sheet), Fire Station Warning System Plan (remove from plan set), and Fiber Optic Communication Plan (1 Sheet) Submittals will be provided at 100%and Final. Task 4 Special Provisions(Update) ADVANTEC will update the project Special Provisions based on the additional fiber optic communications improvements, removal of the Fire Station Warning System improvements, signing and striping improvements, and the additional of specific details, requirements, and coordination for the City of Rancho Mirage's Fiber Optic Communication Project. This will be incorporated into City's Bid Package based on the project design plans and the associated improvements per the City of Palm Desert requirements. Deliverables: Updated Special Provisions and Bid schedule. Submittals will be provided at 100% and Final. 5 Traffic Signal, Interconnect Improvements,and Fire Station Warning System—Project No.550-18 City of Palm Desert November 20, 2018 Task 5 Engineer's Construction Quantities and Cost Estimates(Update) ADVANTEC will update the construction quantity take-offs and construction cost estimates based on the additional fiber optic communications improvements, removal of the Fire Station Warning System improvements, signing and striping improvements.The unit costs will be based on current cost data and historical cost data associated with the identified bid items. Deliverables: Updated Construction Quantity Take-offs and Construction Cost Estimates. Submittals will be provided at 100%and Final. SCHEDULE Following our notice to proceed,ADVANTEC will begin services immediately. Description Target Dates Comments 100%PS&E Submittal to City Nov 28th City Review Nov 28th to Dec 4th Submit to Advantec by Dec 4th Final Mylar Submittal to City Dec 10th For City Council Approval by Dec 13th EXCLUSIONS Consulting services relating to any of the following tasks may be completed by ADVANTEC if negotiated under a separate contract for an additional fee; but are presently excluded from this Agreement: • Additional meetings • Addition coordination • Additional meetings or coordination with the City of Rancho Mirage or Kimley-Horn and Associates • Plan review for the City of Rancho Mirage fiber optic communication project • Alternative and additive bid cost analyses • Additional design plans • Other major deviations from the agreed upon improvements • Traffic Signal, Interconnect Improvements,and Fire Station Warning System—Project No. 550-18 City of Palm ❑esert November 20, 2018 EXHIBIT B SCOPE OF SERVICES for ADDENDUM NO. 1 FEE SCHEDULE Compensation for our personnel directly engaged for the additional work outlined in Exhibit A will be billed per the fee schedule provided below. Project Project Design Assistant Direct Total Director Manager Engineer Engineer Costs Hours Total Cost Task/ Subtask Description $260 $200 $120 $100 H ourS Project Management and 1 Coordination 4 4 $800 2 Data Collection and Field Review 8 1 $150 9 $1,210 Project Plan Set(Additional 3 Sheets and Updates) Fiber Optic Communication Plans (1 New Sheet)and Fiber Assignment Details 3 6 22 $120 31 $3,640 Fiber Optic Communication Plans Updates(Update 1 Sheet)and Fiber Assignment Details 1 6 7 $800 Traffic Signal Modification Plan Updates(Update 1 sheet) 1 6 7 $800 Signing and Striping Crosswalk Detail 1 12 $60 13 $1,450 4 Special Provisions Updates 1 4 5 $680 Quantities and Cost Estimates 5 Updates 1 4 5 $600 Total Hours 12.0 18.0 51.0 81.0 Total Cost $ - $ 2,400 $ 2,160 $ 5,100 $330 $9,990 Note: Other Direct Costs includes mileage and printing fees per task,as shown. TOTAL FEE(Not-To-Exceed) $9,990 As shown, compensation for our personnel directly engaged for the additional work outlined in Exhibit A will be for$9,990. Consequently, the original budget for the"Traffic Signal, Interconnect Improvements, and Fire Station Warning System Installation Project No. 550-18" is $51,875, will be increased to the new total of$61,865. We will not exceed the budgeted amount without your written authorization. 7 N w l ' I N I ' I PROJECT LOCATION & DESCRIPTION ❑1 TRAFFIC SIGNAL MODIFICATION - HIGHWAY 111 AT PARK VIEW DRIVE/PAINTERS PATH z { ❑2 TRAFFIC SIGNAL MODIFICATION - EL PASEO AT SAN LUIS REY AVENUE ter., AND FIBER OPTIC CABLE INSTALLATION ON EL PASEO FROM SAN LUIS REY AVENUE TO SAN PABLO AVENUE • m 0 INTERCONNECT CONDUIT AND FIBER OPTIC CABLE IMPROVEMENTS - QQ •2. ` • FRED WARING DRIVE BETWEEN HWY. 111 AND ONE QUAIL/TOWN CENTER WAY . n INTERCONNECT CONDUIT, HARD WIRE AND FIBER OPTIC CABLE 4 �� IMPROVEMENTS - TOWN CENTER WAY BETWEEN HWY. 111 AND HAHN ROAD 1.n1�SS� ❑5 INTERCONNECT CONDUIT, HARD WIRE AND FIBER OPTIC CABLE IMPROVEMENTS - MONTEREY AVENUE BETWEEN HWY. 111 AND HAHN ROAD/ , SAN GORGONIO WAY • © INTERCONNECT CONDUIT, HARD WIRE AND FIBER OPTIC CABLE _ IMPROVEMENTS - ON SAN PABLO AVE. BETWEEN HWY. 111 AND EL PASEO - 1 :' , .-,' 0 FIRE STATION ADVANCE WARING SYSTEM INSTALLATION - -\J 1 PORTOLA AVENUE, SOUTH OF COUNTRY CLUB DR., AT ` i J FIRE STATION NO. 71 - - . . - .. - • — 3 4 5 H = . 6 ram? LEGEND VICINITY MAP DATE: 01/18/2018 TRAFFIC SIGNAL MODIFICATION, INTERCONNECT CONDUIT/CABLE IMPROVEMENTS SCALE: NTS ❑X PROJECT LOCATION MSD AND FIRE STATION WARNING SYSTEM INSTALLATION (PROD. NO. 550-18) SHEET NO. BY DEPARTMENT OF PUBLIC WORKS CITY OF PALM DESERT 1