HomeMy WebLinkAboutC33330A - CA1 - Engineering Dsgn 4 Alessandro WestCONTRACT NO. C33330A
CITY OF PALM DESERT
ECONOMIC DEVELOPMENT DEPARTMENT
STAFF REPORT
REQUEST: AUTHORIZE AMENDMENT NO. 1 TO PROFESSIONAL
SERVICES CONTRACT NO. C33330A RELATING TO THE
ENGINEERING DESIGN OF THE ALESSANDRO WEST
IMPROVEMENT PROJECT
SUBMITTED BY: Martin Alvarez, Director of Economic Development
DATE: June 9, 2016
CONTENTS: Professional Services Contract Amendment No. 1 Proposal
Draft Property and Business Improvement District Assessments
Recommendation
By Minute Motion that the City Council:
Waive further reading and authorize the Interim City Manager to execute
Amendment No. 1 to Contract No. C33330A with The Altum Group in the
amount of $28,860.00, for the Alessandro West Improvement Project
design;
2. Authorize the transfer of contingency in the amount of $10,556.00 to
contract base. Funds are currently available in Capital Project Fund
Account No. 4004341-4400100 and will be reimbursed to the City from
bond proceeds pursuant to the approved Alessandro Bond Proceeds
Funding Agreement;
3. Direct staff to postpone the formation of the Property and Business
Improvement District for the Alessandro West corridor until the
improvements are complete and staff investigates other options to
condition the existing commercial property owners to participate in future
maintenance as they redevelop.
Strateaic Plan Obiective
The Alessandro West Improvement Project will contribute to the City's Strategic Plan and is
directly linked to the Economic Development Priority 1: Expand job and business creation
opportunities and Action Step 3 - Revitalize Highway 111.
Staff Report
Alessandro West —Altum
June 9, 2016
Page 2 of 4
Backqround
Design Amendment
Contract No.C33330A
In March of 2015, the City Council authorized a contract with the Altum Group in the amount
of $105,560.00 to complete the engineering design for the Alessandro West Improvement
Project. A ten percent contingency in the amount of $10,556.00 was also approved.
The project specifically proposes to widen and improve the Alessandro West corridor by
adding new public parking spaces with landscaping and lighting improvements from Las
Palmas Avenue on the east to approximately 300 feet east of Monterey Avenue on the
west. The project would widen the majority of Alessandro West by 27.0 feet to a total width
of 47.0 feet, and would provide public parking at a 90-degree angle on the north side of
Alessandro West, perpendicular to a new six foot block wall barrier adjoining residential
parcels to the north. The project will also involve the closure of San Marcos Way to
vehicular access, but will maintain pedestrian access. The San Marcos road will be vacated
and the adjacent parcels to the east and west may be consolidated to create a central
parking facility that would further assist with the goals of expanding businesses and the
concepts that are being developed as part of the General Plan update.
The second component of the Alessandro West Improvements include the demolition of
existing carports located in front of the Las Palmas Apartments and the construction of new
public parking spaces to be owned by the City. New carports for use by the apartment
tenants will be constructed on the adjacent property, west of the existing apartments. The
property that will house the new apartment tenant carports has been transferred to the
owner of the apartment complex.
Discussion
The Altum Group is 90% complete with the engineering design for the Alessandro West
Improvement Project. An amendment to The Altum Group contract is requested to address
additional design work not included in the original contract. Specifically, the contract
amendment includes the following components:
• Additional field surveys and staking to address new field conditions which were
modified after the design work was initiated.
• Additional work required for the completion of Water Quality Management Plan.
• Earthwork analysis required to quantify the amount of material removal required
during demolition of pavement.
• Utility coordination required to address the relocation of existing utilities such as
water, gas and electricity.
The Altum Group's proposed contract amendment is in the amount not to exceed
$28,860.00. The project's 10 percent contingency in the amount of $10,556.00 is
recommended to be transferred to the contract's base and an additional $18,304.00 is
recommended to be utilized from Account No. 4004341-4400100.
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6-9-16.docx
Staff Report Contract No.C33330A
Alessandro West —Altum Design Amendment
June 9, 2016
Page 3 of 4
Alessandro West Business Improvement District Formation
In recent discussions between staff and the Interim City Manager, we have evaluated
the pros and cons of establishing a 5-year Property and Business Improvement District
to maintain the future improvements. Staff anticipates difficultly with the formation of the
district as the annual assessments may be too high. Preliminary budgets have been
developed and individual assessments have been established based on each
commercial property's linear frontage. Attached is a copy of the preliminary budget and
projected assessment for each property.
Staff recommends that formation of the Business Improvement District be postponed
until the project improvements are complete and staff has an opportunity to review the
actual costs to maintain the Alessandro West corridor. In addition, staff would like to
investigate an opportunity to condition the commercial property owners to participate in
the maintenance of the corridor at the time property owners request to redevelop their
properties and require additional off-street parking.
Fiscal Analvsis
The Alessandro West Improvement Project is an eligible project to be funded from Project
Area 1 bond funds and $2,100,000 has been programmed for this project. Funds are
currently budgeted in Fiscal Year 2015/2016 Account No. 4004341-4400100. Although the
Capital Projects Fund would initially advance the funds for the design and construction of
the Alessandro West Improvement Project, the City will be reimbursed by the Successor
Agency pursuant to the approved Alessandro Bond Proceeds Funding Agreement and
funds available from the Project Area 1 Bond Funds.
Prepared By:
Mar h Alvarez
Director of Economic Development
Rev wed:
/z� ee�x�
t
an Moore, Director of Finance
Approval:
��� Z,h�
J tin McCarthy
nteri City Manage
Department Head:
Rudy Acosta
Assistant City Manager
\\srv-fi12k3\groups\Econ Development\Martin AlvarezWlessandro West Project\SR\SA-SR AAWest Design Improvements-Amendl
6-9-16.docx
Table 4: Five Year Budget
Budget Item
Direct Benefit Costs
Landscape Maintenance Costs
Landscape Pruning
Landscape Water
Energy for Irrigation
Subtotal
Street Maintenance (paid by City of Palm Desert) ,"
Lighting
Sweeping Services
Slurry Seal (every 5 years)
Landscape Maintenance Costs
Subtotal Street Maintenance Costs
Total
Administration/Insurance
District Administration
County Admin Fee
County Per Parcel Fee
Insurance
Subtotal Administrative Costs
Reserve Funds
Operating Reserve Fund
Subtotal Reserve Fund Costs
Levy Breakdown
Total District Costs
Minus Street Maintenance Costs paid by City
Balance to Levy
District Statistics
Total Parcels
Total Parcels To Levy
Total Front Footage (Parking Areas)
Levy Rate per Direct Costs
Levy Rate per Indirect Costs
Total Levy Rate for District Costs
Operating Reserve Fund Balance
Previous Balance
Ending Balance
Actual Proposed Maximum Proposed Assessment for Fiscal Years
Assessment
FY 2016-2017 2016-2017 2017.2018 2018-2019 2019-2020 2020-2021
$23.769.65 $23,769.65 $24,482.74
$25,217.22 $25,973.74 $26,752.95
6,150.00 6,150.00 6,33450 6,524.54 6,720.27 6.921.88
3.600.00 3,600.00 3,708.00 3,819.24 3,933.82 4.051.83
1.200.00 1,200.00 1.236.00 1,273.08 1,311.27 1.350.61
34,719.65 34,719.65 35,761.24 36,834.08 37.939.10 39,077.27
6,000.00 6.000.00 6 180.00 6365.40 6,556.36 6,753.05
2,860.00 2.860.00 2,945.80 3,034.17 3,125.20 3.218.96
3.372.60 3.372.60 3,473.78 3,577.99 3.685.33 3795.89
1 000.00 1 000.00 1.030.00 1.060.90 1,092.73 1,125.51
$13,232.60 $13,232.60 $13,629 58 $14,038.47 $14,459.62 $14,893.41
$47,952.25 $47,952.25 $49,390.82 $50,872.54 $52,398.72 $53,970.68
$4,500.00 $4,500 00 $4,635.00 $4,774.05 $4.917.27 $5,064 79
130.00 130.00 13000 130.00 130.00 130.00
16.50 16.50 16.50 16.50 16.50 1650
391.43 391 43 403.17 415.27 42773 440.56
$5 037.93 $5,037.93 $5.184.67 $5,335.82 $5.491.50 $5,651.85
2,000.00 2,000.00 2,060.00 2.121.80 2,185.45 2,251.02
$2,000.00 $2.000.00 $2.060.00 $2,121.80 S2,185.45 $2,251.02
$54,990.18 $54,990.18 $56,635 49 S58,330.16 $60,075.67 $61,873.55
($13 232 60) ($13,232 60) (513.629.58) ($14 038 47) ($14.459.62) ($14,893 41)
$41,757.58 $41.757 58 $43,005 91 $44.291.70 $45,616.05 $46,980.14
22
22
22
22
22
22
22
22
22
22
22
22
1.756.68
1,756.68
1.756.68
1.756.68
1,756.68
1 75668
$7 54
$7.54
$7.76
$8.00
$8.24
$8
48
$114
$1.14
$1.18
$1.20
$124
$128
S23.77
$23.77
$24.48
$25.21
$25.97
$26
74
$0.00
$0.00
$2,000.00
54,060.00
$6.181.80
$8,367
25
$2.000.00
$2 000.00
$4.060.00
$6.181
80
$8.367.25
$10,618
27
Maximum annual assessments for direct benefit costs, administrative costs and reserve fund collection are adjusted by 3% from the previous Fiscal Year for Fiscal Years 2016-
2017 througn 2020-2021 The PB!D Advisory Board will determine the amount of any actual increase for those years which may not exceed 3% per year
Starting with Fiscal Year 2016-2017 through 2020-2021 street maintenance fees will be paid by the City of Palm Desert
Sources City of Palm Desert, Willdan Financial Services
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CONTRACT NO. C33330A
EXHIBIT `A'
Alessandro Alley — Contract Amendment No. 1
City of Palm Desert
Palm Desert, California
May 3, 2016
♦ INTRODUCTION
Elrm
Ihv •AlturnGn-up
The Altum Group (Altum) has been retained by the City of Palm Desert (City or Client) to
prepare plans, specifications and estimates (PSE) for the Alessandro Alley Improvement project.
"Through discussions with City staff, additional work has been identified and is necessary to
complete the current scope of work. The additional work consists of both office and field time
and is described in detail in the proposal/contract amendment herein.
Altum's scope includes both office and field work, with the field survey work including
prevailing wage rates.
♦ SCOPE OF SERVICES
Task I Field Survey
Due to the length of this project and new improvements which have been constructed,
additional field survey work is required to bring the topography base up to date for use with
all project drawings. The field survey includes identifying utility pole locations, newly
constructed wall and fence locations.
Task 2 F'inal Water Quality Management Plan
Altum has prepared a Final Water Quality Management Plan (WQMP) for the project. The
scope of the WQMP has been expanded and requires supplemental budget to update the plan
and text to include off -site tributary areas, topography, calculations and revisions to the
current report. Once revised, the report will be resubmitted to the City for approval.
Task 3 Earthlvork Analysis — Both Phases
In preparation of the project plans, Altum provided information identify the limits of
pavement removal as well as a section for new pavement construction. Based on a request
by the public works department, an earthwork analysis will be provided for each phase in
order to quantify the amount of material removal required during demolition. The resulting
quantities will be identified on the project improvement plans and as part of the bid
quantities.
Task 4 Survey Staking (sections -sub base)
Altum will provide additional survey staking to include the sections -sub base. Cross section
work will include sections at 50-foot intervals with stakes (blue top where possible) at edges
and at ribbon gutter. This work will be coordinated with the City as necessary.
Task S Utility Coordination
Altum will coordinate with various utility agencies as necessary during the construction
phase to facilitate the displacement of existing utilities such as the relocation of existing
water meters, adjustment of dry utility vaults to grade and abandonment of facilities that will
no longer be in use. Preparation of design drawings or exhibits is excluded from this task.
P.'proposals ptoposals-20141P1502:Ilessandro Alley Revisions '.correspondence` documents'proposals ',16-05-0.3 Proposal. doc Page I of 2
CONTRACT NO. C33330A
EXHIBIT `A'
Alessandro Alley — Contract Amendment No. 1
City of Palm Desert
Palm Desert, California
May 3, 2016
E115
lhr Altum Croup
Task 6 Project Management
The current project management budget has been depleted. Altum requests additional budget
to continue providing project management, attending meetings and coordinating with the
team during the project. This work will be performed on a time and materials (T&M) basis.
Should the budget be depleted again, Altum will request additional budget and obtain Client
approval of the budget prior to incurring budgetary overruns.
♦ FEE SCHEDULE
TASKl
Field Survey...........................................................................
$
2,200
TASK 2
Final WQMP (including survey) ...........................................
$
5,400
TASK 3
Earthwork Analysis - Both Phases .........................................
$
2,500
TASK 4*
Survey Staking (sections -sub base -as needed) ......................
$
6,200*
"TASK 5
Utility Coordination (T&M)..................................................
$
7,500
TASK 6
Project Management(T&M)..................................................
$
5,000
SUBTOTAL $ 28,800
*As -needed. Task 4 requires Client authorization before commencing work.
**Reimbursables (incl. mileage, reproduction costs, postage, etc.) to be billed at cost plus fifteen
(15) percent and are not part of the fee above.
The Altum Group The City of Palm Desert
By: By:
Interim City Manager
P proposals'proposals-20141P1502 Alessandro Alley Revisions ''correspondence.documenrs1proposals116-05-03 Proposal.doc Page 2 of 2