HomeMy WebLinkAboutC24140 RFP Design Services - Westfield Shoppingtown Bus Bay Project-gI-
INTEROFFICE MEMORANDUM C)
Community Services Division contract No. C24140
City of Palm Desert
REQUEST: Authorize Staff to Advertise for Request for Proposals for Design Services
SUBMITTED BY: Frankie Riddle, Senior Management Analyst
DATE:
August 25, 2005
CONTENTS: 1. Staff Report
2. Agreement
I. RECOMMENDATION:
By Minute Motion, authorize staff to advertise for Request for Proposals for design
services for the Westfield Shopping Town Bus Bay Project.
II. EXECUTIVE SUMMARY:
At its meeting of September 24, 2004, City Council authorized staff to complete the
design and construction of the Westfield Bus Bay Project. However, the City did not
receive a signed agreement from Westfield until May, 2005. The agreement authorizes
the City to manage the project and utilize a portion of the retention funds from the
City/Westfield parking easement purchase. Funds in the amount of $535,602 were
retained for the landscaping, street, and sidewalk improvements on Town Center Way,
bus turnout, and bus shelter(s).
II. DISCUSSION:
Several years ago, Westfield agreed to undertake bus bay improvements on Town
Center Way. However, with several changes in Westfield staff, the project was not
moved forward. Sometime in 2004, Westfield requested that the City undertake
(manage) the project and that Westfield would pay the associated costs of the project.
Staff prepared an estimated project budget with a 20% retention as noted above.
(NOTE: Staff put together estimated project costs in 2004; however, Westfield did not
submit the signed agreement until 2005. It should be noted that construction costs
have risen sharply over the past year, and as a result, the estimated project cost may
not be sufficient.)
City Council Staff Report
August 25, 2005
Since the City has received the signed agreement, staff is ready to proceed to advertise
for Request for Proposals for design services. Once proposals are received, staff will
have an idea of what the project will cost. The design, with the architect/engineers
project cost estimate(s), will be brought back before City Council prior to moving
forward.
Therefore, staff requests City Council authorization to advertise for Request for
Proposals for design services.
Submitted By:
Frankie Riddle
Senior Management Analyst
Department Head:
lIobert P. Ko'in
Director of Special Programs
Con r:
J
Sheila R. Gillig n
Assistant City Manager
Director of Community Services
Approval:
Carlos L. O ga
City Manager
Paul S. Gibson
Director of Finance
1AY. 5. 2005 11:19AM
NO.3834 P. 2
[fly OF FRI DMIT
73-5ro Ftw VAitarc Drays
PALM EIMRT, CAUFOILNU 92360 -2176
TEL: 760 346"061 i
FAX: 760 340-0574
iafo0y�in�aenee-ae3
Mr. Chris Dealt
Westfield Corpora#on, Inc.
I leol vnswwe Boulevard, le door
Los AMdes, CA SM
rzs��
nE MasnnvEtnwFIRM
Re: Agreement Between the aty of Palm Desert M'[y j and WesEiieW
Corporation. Inc. CW►est$eld'), as Agent: far WEA Palm Desert L.P.
Dalad December t3 19g,gs Anvnded ithe "A . M
Dear Mr. M13dt
Pursuant to Me Agreement, the City agreed to pudme paridn9 easements for Me
amount of $9.M.0N.00. Westfield has been paid most of thle arnormt to date
according to the payment schedule outlined In the Agreement, with a current reWnage In
the ammnt of $1.424,8S28t). Mft letter agreement is kdanded to stye the agreement
" of the City and Westfield as to to manner in which this retakV ge amount wil be applied
by the Ctiy and otherwise released to Westfield.
On July 21, 2004 the City staff met With you to discuss the oNgatbns of Westfield
contained in the Agnmment that have not yet been satlsfied. At ttrat meeting, the
Monterey median, bus shelter, and Art In Public Places fees were agreed to be the
.'o$...Y wXraty of Westfield wader Agreement. tt wnas also agreed at VW MmUng that the
total estimated cost of these i6 am plus a reserve equal to hvent ffm percent of such
costs associated wf h con6hwfon of the bus shelter. would be withheld from the
fOWned $1.424.89280 and applied by the City as descried below. ,Also, on
Sep%mber 9. 2W4 WmVWbd requested that site city aonst W the bus shelter prcrj d
using a portion of the retained arno urt, and the My Council agreed to such requesL
Westfield and the City agree that the City wit apply S821.62; 85 of the 61,424,ti92.60
retained amota to the foitawhV U,em and in the wowing amounts:
4) The Art in Pubic Places fees in the amount of $46,021.8&
2) The Monterey nm tanlNorth Entrance WeWeld ShoppingTown in the amount cf
MOOD The Monier+ey median work vAl be done by the City and wal include
removal of detirrestors an Monterey avenue, landscape of the median. mnravat
of gutter and curb, irrigation, new curbing and as hmk These Monterey Avenue
impro�wem�rfs were identified in the Traffic impact Study for the wTarssion of the
Patin Desert Town Cerrtm and the mifiga6on measrmes identified in the project
Tmft Impact Study, as approved by tare Deparumnt of Public Works, are
considered 08 pr+oject cmdrtims of eppnNal as per item No. 8 of Resolution, No.
88-t02. The Monterey median work w1l be undertaken In oonjuncdon with the
outran trlqrro�renrmta takM place along tins section of Monterey Avenue.
w
MAY .
y
5,2005 11:19AM
W. Ctus DeBok
Weedeld Corpora$orr Im
October 20, 2004
Page 2
NO.3634 P. 3
3) Tile bus sheker pn*ct in the amount of $535.602 OO. The City will con*u t the
bus shelter PuaSect, and tt,e worts will Mode eardwrork, demoftn, cm on
of aub, gutter, and sidewalk, bus turnout, WrdsoaphV, Strrage, three (3)
shefters, and uUW*s as approved to the sole dkcredon. of the City. The
$535,602.00 esttrrnaied cost includes a hventy percerti con&Qency in the arnount
of $79,41&60 for the payment of prevailing wages. and a twerdy %v percent
reserve fn the nt of $107,120.40 for costs w9h construction.
In saunmary, and WoWeld have agreed tW a tots! of $W.625 85 wi f be
retained fmm the MW pqumrt tc Westfield and wilt be M44W by the
Cray as desccfbed above. Any poruon of ft $W,62385 which meths unexpended
upon q-Ml m of the abaye-described pi iects writ be promptly released to Westfield.
Also. tipdifference between the amount of the final payment and the
retained amount wqt be paid to Westfield upon the recordatin of the easements, and the
issuance of the We policy for the benefit of the City (as described in the AgresrnwQ.
The Cfty and Westfield firther agree Mat in ttre event of an ftmnststency beat vmm the
terms and pry of this fifer and the A,,, . terms and
provisions of this kdW agreement sf9 eontroL
Please Indicate your agmemen t with the terms and corWftns of this letter agreement by
sigr ft and datthg a copy of this letter agreement where indicated and refurning It to me
as soon as possible.
CC: David Yrtgoayert. Dhvcbor of RederrekVffm ilfjGuft
Catherine Waken. Senior Managr:tcie d analyst
.Prm Oayrsart, Esq.. Rldsards, Watson, and: Gershon
Ed Krasrrove. Esq./ Krasrrove law Finn
ACCEP-IM AND AGED TO TEAS DAY
OF GVt-,OgW
Westfield Vu/*.�.{YYy1., kr¢, as agent
lbr WEA Palm Desert LP
l
T
LIiY 6F 11L0 OESEYi Up�