HomeMy WebLinkAboutC23710 Pacific Engineering & Associates Transfer Monumentation Deposit Funds to set Survey MonumentsREQUEST:
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
Transfer Monumentation Deposit Funds and Award Contract
No. C23710 to Pacific Engineering & Assoc., to set the
Survey Monuments for nine Record Maps and file the
required Documents with the City of Palm Desert and the
County of Riverside
SUBMITTED BY: R. Page Garner, L.S., E.I.T.
City Surveyor/Senior Engineer
APPLICANT: Pacific Engineering & Associates
41-230 Carlotta Drive
Palm Desert, CA 92211
DATE: April 28, 2005
CONTENTS: Proposal
Agreement
Recommendation:
By Minute Motion:
1. Award contract No. C23710 to Pacific Engineering &
Associates of Palm Desert, California, in the amount of
$40,000.00, to set the survey monuments for nine
recorded Tract and Parcel Maps (listed below) and file
the required documents with the City of Palm Desert and
the County of Riverside; authorize the Mayor to execute
same.
2. Set aside $2,435.00 for contingencies for said
agreement.
Staff Report
Page 2 of 3
April 28, 2005
3. Authorize the transfer of funds from the following trust
deposits to the professional services account to provide
funding for the contract in accordance with Municipal
Code Section 26.28.130:
TR 25102-1 TD 2283
TR 27882-1 TD 1790
TR 27882-2 TD 1791
TR 19847-3 TD 1108
PM 28090 TD 1911
PM 28602 TD 2296
PM 27044 TD 1097
PM 28251 TD 2056
PM 26609 TD 1078
Total
Discussion:
$18,000.00
$3,275.00
$10,750.00
$5,000.00
$2,500.00
$700.00
$250.00
$1,460.00
$500.00
$42,435.00
Survey monuments are required at the locations as shown on a final map (i.e., lot
corners, street centerline, etc.). An audit conducted by staff revealed that the
City was still holding funds deposited by the developers of nine different projects
to guarantee that monumentation would be set. The deposits for the Tract and
Parcel Maps were filed between 1985 and 2000 and they total $42,435.
Staff has performed preliminary field investigations to ascertain whether the
monuments were ever set, since the deposits held specifically for survey
monumentation were never released. Staff found no evidence that the
monuments shown on the maps were ever set in the form of physical monuments
nor as records in the engineering files. Staff subsequently made public
advertisement for proposals to complete the required work, as recommended by
the City Attorney.
Under the guidance of the City Attorney, staff made several attempts over the
last two years to contact the developers and engineers/land surveyors
responsible for setting monuments for each map. Staff was either unsuccessful
in contacting anyone regarding a map, or the responsible party requested that
the City use the deposit to have someone else set the monuments. The City of
Palm Desert municipal code contains a provision that allows the City to utilize the
deposited funds to complete the work in the event that the responsible party is
unable or unwilling to complete the work themselves.
W AAgenda !tems12005.Apr 28AA1ard monumentaton contract Pac lc Engineering doc
Staff Report
Page 3 of 3
April 28, 2005
Staff subsequently made public advertisement for proposals to complete the
required work, as recommended by the City Attorney. Proposals to complete the
work were received from the following firms:
RBF Consulting
Wright Land Surveying
Tri-State Land Surveying
Pacific Engineering & Assoc.
Palm Desert, California
Palm Desert, California
La Quinta, California
Palm Desert, California
Staff carefully reviewed the proposals and considered the qualifications of each
firm as it relates to the contract at hand. Staff recommends the contract be
awarded to Pacific Engineering & Associates of Palm Desert, California, and is
confident in the value being received.
Additional funding for this contract should not be required, as funding is sufficient
from the sum of all trust deposits. The funds from each trust deposit will be
transferred to the Public Works professional services account, 110-4300-413-
3310, following Council approval.
Therefore, staff recommends that City Council, by minute motion, transfer
monumentation deposit funds in the amount of $42,435 from trust deposit
accounts to the professional services account and award contract No. C23710 to
Pacific Engineering & Associates of Palm Desert, California, in the amount of
$40,000, to set the survey monuments for nine recorded Tract and Parcel Maps
and file the required documents with the City of Palm Desert and the County of
Riverside.
Submitted By: Department Head:
R. Page Garner, L.S., E.I.T. Michael Errante, P.E.
City Surveyor Director of Public Works
Approval:
ACM for Development Services Finance Director
City Manager
/dhl
W AAgenda !tems12005.Apr 28AA1ard monumentaton contract Pac lc Engineering doc