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Home My WebLink AboutC23761 - Amnd 1 - CVAG - Portola Ave. BridgeCITY OF PALM DESERT DEPARTMENT OF PUBLIC WORKS STAFF REPORT REQUEST: 1. Approve Amendment #1 to the Reimbursement Agreement with CVAG for the Design and Construction of the Cook Street Widening between Fred Waring Drive and Frank Sinatra Drive (Project No. 601-05) (Contract C23760) 2. Approve Amendment #1 to the Reimbursement Agreement with CVAG for the Design and Construction of the Portola Avenue Bridge at the Whitewater Channel (Project No. 647-04) (Contract C22870A) SUBMITTED BY: Michael Errante, P.E., Director of Public Works APPLICANT: DATE: CONTENTS: Recommendation: Coachella Valley Association of Governments (CVAG) October 27, 2005 Amendment #1 to Reimbursement Agreement — Cook Street Widening Amendment #1 to Reimbursement Agreement — Portola Avenue Bridge over the Whitewater Channel Vicinity Maps By minute motion, approve Amendment #1 to Contract No. C23760 (Cook Street), and Amendment #1 to Contract No. C22870A (Portola Bridge), and authorize the Mayor to execute the abovementioned amendments. Discussion: At the May 12, 2005 City Council meeting, the Council approved reimbursement agreements with CVAG for design and construction of the Portola Avenue Bridge over the Whitewater Channel, and the Cook Street Widening between Frank Sinatra Drive and Fred Waring Drive. The reimbursement agreements set maximum contribution limits for CVAG based on estimates of the total costs of each project. In July, the City opened bids for the Portola Avenue Bridge project. Due to a substantial increase in the cost of the primary materials in the bridge, the lowest Staff Report: Approve Amendments #1 Page 2 of 2 October 27, 2005 with CVAG for C22870A and C23760 bid ($10.04 million) came in substantially higher than the engineer's estimate ($8.7 million). According to the original agreement with CVAG, they were to provide $4.25 million for the project, or 50%. After the bids were received, the total project cost increased to $12.5 million, increasing CVAG's portion by $2 million. In order to increase CVAG's matching portion for the Portola Avenue Bridge project by $2 million, Public Works proposed decreasing the funding amount for the Cook Street Widening by $2 million. The amendment will increase the funding for the Portola Avenue Bridge from $4.25 million to $6.25 million. The Cook Street Widening originally was estimated to cost $9.5 million. CVAG committed $4.75 million in funding for the project. Since that time, cost -saving alternatives have been proposed which will reduce the cost of the project. A significant portion of Cook Street can be increased to six lanes strictly by restriping rather than having to acquire right-of-way and moving the curb and gutter. The amendment will decrease the funding for the Cook Street Widening from $4.75 million to $2.75 million. The CVAG Executive Committee has already approved the subject amendments. Therefore, staff recommends that City Council, by minute motion, approve the two amendments and authorize the Mayor to execute the same. R, ��0— N Director of Public Works Approval: ACM for Development Services Finance Director 2 .2 .. �.'r1'.;I! Jr .: `t ".I,, _ .�, 'iL .� ., -�� -.{i.' Y'; I'�{��-, i.. ,- MINUTES REGULAR PALM DESERT CITY COUNCIL MEETING MAY 12, 2005 E. REQUEST FOR APPROVAL OF REIMBURSEMENT AGREEMENT WITH THE COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) FOR DESIGN AND CONSTRUCTION OF THE PORTOLA AVENUE BRIDGE AT THE WHITEWATER CHANNEL (CONTRACT NO. C22870A, VA PROJECT NO. 647-04). Mayor Crites asked whether this project was still within the original budget parameters. Mr. Errante responded that it would be difficult to determine until after bids are received; however, the engineer's estimate was fairly close to the original budget. Councilman Spiegel stated the staff report indicated the total cost was estimated to be $8.5 million, with $700,000 budgeted in the Capital Improvement Program for this fiscal year. He asked if this project would have to wait for additional funding. Mr. Errante responded that this project was programmed, and there were ample funds in the budget to cover the cost. He added that as monies are spent, staff will submit reimbursement requests to CVAG. Councilman Kelly moved to, by Minute Motion, approve the subject agreement with CVAG and authorize the Mayor to execute same. Motion was seconded by Crites and carried by a 5-0 vote. F. REQUEST FOR APPROVAL OF REIMBURSEMENT AGREEMENT WITH THE COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) FOR DESIGN AND CONSTRUCTION OF THE COOK STREET WIDENING BETWEEN FRED WARING DRIVE AND FRANK SINATRA DRIVE (CONTRACT NO. C23760, PROJECT NO. 601-05). Councilman Kelly moved to, by Minute Motion, approve the subject agreement with CVAG and authorize the Mayor to execute same. Motion was seconded by Benson and carried by a 5-0 vote. G. REQUEST FOR AUTHORIZATION TO CONTRACT FOR THE PURCHASE OF RECYCLING/TRASH CONTAINERS FOR CITY PARKS (CONTRACT NO. C23770). Councilman Spiegel moved to, by Minute Motion, authorize: 1) Staff to contract with Forms and Surfaces Company, LLC, Carpinteria, California, for recycling/trash containers for City Parks; 2) appropriation and expenditure of funds in the amount of $101,600 from Account No. 236-4195-454-3090 for this purpose. Motion was seconded by Kelly and carried by a 5-0 vote. 16 MINUTES REGULAR PALM DESERT CITY COUNCIL MEETING JULY 14, 2005 A recess was observed from 7:05 p.m. to 7:11 p.m. B. REQUEST FOR APPROVAL OF CONTRACT AMENDMENT NO. 1 TO CONTRACT NO. C22870 — DESIGN ENGINEERING FOR THE PORTOLA AVENUE BRIDGE OVER THE WHITEWATER CHANNEL (PROJECT NO. 647-04). . Councilman Spiegel moved to, by Minute Motion: 1) Approve Contract Amendment No. 1 in the amount of $50,751 to the subject contract with Moffatt & Nichol Engineers, Irvine, California, and authorize the Mayor to execute same; 2) authorize the transfer of said funds from contingency to base for the project. Motion was seconded by Benson and carried by a 4-0 vote, with Councilman Kelly ABSENT. C. REQUEST FOR AWARD OF CONTRACT FOR CONSTRUCTION OF THE PORTOLA AVENUE BRIDGE OVER THE WHITEWATER CHANNEL (CONTRACT NO. C22870B, PROJECT NO. 647-04). Mr. Ortega stated that CVAG's (Coachella Valley Association of Governments) Technical Advisory Committee, at its meeting last Friday, approved this project; however, it still needed to be approved by the Riverside County Transportation Commission. Mayor Crites stated that CVAG was decreasing the City's Cook Street money by $2 million. He asked whether CVAG later planned to backfill that $2 million. Public Works Director Mike Errante noted that the estimate for Cook Street was $9.5 million, 50% of which would be contributed by CVAG. The $2 million shift would not be an addition in the future. Councilman Kelly said he felt staff should argue this $2 million reduction with CVAG, since there is an agreement that CVAG will contribute 50%. Mayor Crites said he felt this was something that needed to be done now; otherwise, CVAG might say this was something the City agreed to. Councilman Spiegel moved to, by Minute Motion: 1) Award the subject contract to Granite Construction Company, Indio, California, in the amount of $10,046,046, authorize a 10% contingency for the project, and authorize the Mayor to execute said contract; 2) appropriate $7,900,000 from the Unobligated Capital Improvement Fund 400 to the project account, mahout consenting to CVAG's proposed $2 million shift in transportation fLQI!Dg for this oroiP_ct from tha r'ng St nroitct and directing staff to return to CVAG .to argue this point. Motion was seconded by Ferguson and carried by a 5-0 vote—"-"' 29 CVAG COACHELLA VALLEY ASSOCIATION of GOVERNMENTS Blythe • Cathedral City Coachella • Desert Hot Springs • Indian Wells • Indio • La Ownta • Palm Desert • Palm Springs • Rancho Mirage County of Riverside Agua Caliente Band of Cahuilla Indians • Cabazon Band of Mission Indians • Torres Martinez Desert CahLajNians ; Ep 2 7 2005 CITY OF PALM DESr'77' CITY MAN,'._cR September 28, 2005 Mr. Carlos Ortega City Manager City of Palm Desert 73 -5 10 Fred Waring Dr. Palm Desert, CA. 92260 Dear Mr. Ortega: Enclosed please find four originals of Amendment Number One to the reimbursement agreement between the City of Palm Desert and Coachella Valley Association of Governments (CVAG) for Design & Construction of "Portola Avenue Bridge at the Whitewater Channel". This was approved by the Executive Committee on September 26, 2005. Please have the Mayor and the City Clerk sign the documents and return them to me. When complete I will send an executed original for your records. If I may be of further assistance, or if you have any questions regarding this agreement, please call me at (760) 346-1127. Sincerely, COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS ;� I MARY M. GODFREY Administrative Services Assistant cc: Anne Azzu, Dept. of Transportation 73-710 Fred Waring Drive, Suite 200 • Palm Desert, CA 92260 • (760) 346-1127 • FAX [7601340-5949 AMENDMENT NUMBER ONE CITY OF PALM DESERT- CVAG REIMBURSEMENT AGREEMENT FOR DESIGN & CONSTRUCTION "PORTOLA AVENUE BRIDGE AT THE WHITEWATER CHANNEL" AMENDMENT NUMBER ONE is made and entered into this day of , 2005, by and between the Coachella Valley Association of Governments, a California joint powers agency, ("CVAG"), and the City of Palm Desert ("Agency"), and is made with reference to the following background facts and circumstances: This amendment obligates and authorizes for expenditure, funds not previously authorized under the terms of the existing Reimbursement Agreement, executed May 12, 2005. All other provisions in the existing Reimbursement Agreement are considered in force. The Executive Committee of CVAG, at their meeting of October 25, 2004, approved a list of Regional Transportation Projects and the amounts recommended for funding through the RCTC bond sale process forthe total amount of $28,275,000, of which the Portola Avenue Bridge and the Cook Street Widening are one of those Regional Transportation Projects. The City of Palm Desert is requesting additional Construction funds for the Portola Avenue Bridge in the amount not to exceed $2,000,000. This amendment number one shall increase CVAG's participation funds from $4,250,000 (previously authorized) to $6,250,000, as shown in the attached amended Exhibit "B". Summary of CVAG's Share: Previously obligated and authorized for expenditure (Original Agreement) $ 4,250,000 New obligations under this Amendment #1 $ 2,000,000 Total amount, after Amendment #1, obligated and authorized for expenditure$6.250.000 Portola Avenue Bridge/City of Palm Desert - CVAG Funding Agreement July 2005 Pagel IN WITNESS WHEREOF, the parties hereto have caused this amendment number one to be executed by their duly authorized representatives on this date: ATTEST: CITY OF PALM DESERT By: By: City Clerk Mayor ATTEST: CVAG By: By' .- A e-41!.Ie� John Wohlmuth, VAG Chairman / Executive Director Portola Avenue Bridge/City of Palm Desert - CVAG Funding Agreement July 2005 Page2 AMENDED EXHIBIT "B" ESTIMATE OF COST AMENDMENT NUMBER ONE DESIGN & CONSTRUCTION "PORTOLA AVENUE BRIDGE AT THE WHITEWATER CHANNEL" (FROM ESTIMATE PROVIDED BY THE CITY OF PALM DESERT) Fundina aareed upon as follows: CVAG share - Bonding Future Measure "A" Funds $6,250,000 City of Palm Desert Share - Local Funds $6.250.000 Total $ 12,500,000 List of Reaional Transportation Proiects funded throuah Bond Sale Proceeds: Aaencv Riverside County Palm Desert Palm Desert Rancho Mirage Indio Indio Indio Indio Coachella Recommend. Proiect Total Proi. Cost Monterey Avenue $ 1,385,000 Portola Ave. Bridge $ 8,500,000 Cook Street $ 9,500,000 Monterey Avenue $ 2,834,000 Jackson Street $ 3,100,000 Avenue 42 $10,000,000 Avenue 50 $11,000,000 Jefferson Street $ 4,900,000 Ave. 50/ 1-10 Interch. $15,000,000 Total $66,219,000 Bonded Amount $ 700,000 $ 6,250 000 $ 2,750,000 $ 1,425,000 $ 1,650,000 $ 5,000,000 $ 550,000` $ 2,450,000 $ 7.500.000 $28,275,000 *Costs for Engineering Plans and Environmental Document. Construction period estimated at 2-3 years Portola Avenue Bridge/City of Palm Desert - CVAG Funding Agreement July 2005 Page3 ;et P'Rajc��1G cRos MINUTES REGULAR PALM DESERT CITY COUNCIL MEETING MAY 12, 2005 E. REQUEST FOR APPROVAL OF REIMBURSEMENT AGREEMENT WITH THE COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) FOR DESIGN AND CONSTRUCTION OF THE PORTOLA AVENUE BRIDGE AT THE WHITEWATER CHANNEL (CONTRACT NO. C22870A, PROJECT NO. 647-04). Mayor Crites asked whether this project was still within the original budget parameters. Mr. Errante responded that it would be difficult to determine until after bids are received; however, the engineer's estimate was fairly close to the original budget. Councilman Spiegel stated the staff report indicated the total cost was estimated to be $8.5 million, with $700,000 budgeted in the Capital Improvement Program for this fiscal year. He asked if this project would have to wait for additional funding. Mr. Errante responded that this project was programmed, and there were ample funds in the budget to cover the cost. He added that as monies are spent, staff will submit reimbursement requests to CVAG. Councilman Kelly moved to, by Minute Motion, approve the subject agreement with CVAG and authorize the Mayor to execute same. Motion was seconded by Crites and carried by a 5-0 vote. F. REQUEST FOR APPROVAL OF REIMBURSEMENT AGREEMENT WITH THE COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) FOR DESIGN AND CONSTRUCTION OF THE COOK STREET WIDENING BETWEEN FRED WARING DRIVE AND FRANK SINATRA DRIVE (CONTRACT NO. C23760, PROJECT NO. 601-05). Councilman Kelly moved to, by Minute Motion, approve the subject agreement with CVAG and authorize the Mayor to execute same. Motion was seconded by Benson and carried by a 5-0 vote. G. REQUEST FOR AUTHORIZATION TO CONTRACT FOR THE PURCHASE OF RECYCLINGITRASH CONTAINERS FOR CITY PARKS (CONTRACT NO. C23770). Councilman Spiegel moved to, by Minute Motion, authorize: 1) Staff to contract with Forms and Surfaces Company, LLC, Carpinteria, California, for recycling/trash containers for City Parks; 2) appropriation and expenditure of funds in the amount of $101,600 from Account No. 236-4195-454-3090 for this purpose. Motion was seconded by Kelly and carried by a 5-0 vote. 16 CVAG COACHELLA VALLEY ASSOCIATION of GOVERNMENTS Blythe • Cathedral City Coachella • Desert Hot Springs • Indian Wells • Indio • La Quinta • Palm Desert • Palm Springs • Rancho Mirage County of Riverside Agua Caliente Band of Cahuilla Indians • Cabazon Band of Mission Indians • Torres Martinez Desert Cahuilla Indians September 28, 2005 Mr. Carlos Ortega City Manager City of Palm Desert 73 -5 10 Fred Waring Dr. Palm Desert, CA. 92260 Dear Mr. Ortega: E P 2 7 7oo5 CITY O- PALM DES- CITY MAIN.'_:: Enclosed please find four originals of Amendment Number One to the reimbursement agreement between the City of Palm Desert and Coachella Valley Association of Governments (CVAG) for Design & Construction of "Cook Street Widening (Fred Waring Drive to Frank Sinatra Drive)". This agreement was approved by the Executive Committee on September 26, 2005. Please have the Mayor and the City Clerk sign the agreements and return them to me. When complete I will send an executed original for your records. If I may be of further assistance, or if you have any questions regarding this agreement, please call me at (760) 346-1127. Sincerely, COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS 0�� / * MARY M. GODFREY Administrative Services Assistant cc: Anne Azzu, Dept. of Transportation 73-710 Fred Waring Drive, Suite 200 • Palm Desert, CA 92260 • (760) 346-1 127 • FAX (760) 340-5949 AMENDMENT NUMBER ONE CITY OF PALM DESERT- CVAG REIMBURSEMENT AGREEMENT FOR DESIGN & CONSTRUCTION "COOK STREET WIDENING (FRED WARING DRIVE TO FRANK SINATRA DRIVE)" AMENDMENT NUMBER ONE is made and entered into this day of , 2005, by and between the Coachella Valley Association of Governments, a California joint powers agency, ("CVAG"), and the City of Palm Desert ("Agency"), and is made with reference to the following background facts and circumstances: This amendment number one obligates and authorizes for expenditure, funds not previously authorized under the terms of the existing Reimbursement Agreement, executed May 12, 2005. All other provisions in the existing Reimbursement Agreement are considered in force. The Executive Committee of CVAG, at their meeting of October 25, 2004, approved a list of Regional Transportation Projects and the amounts recommended for funding through the RCTC bond sale process for the total amount of $28,275,000, of which the Cook Street Widening and the Portola Avenue Bridge are one of those Regional Transportation Projects. The City of Palm Desert has requested additional Construction funds for the Portola Avenue Bridge in the amount not to exceed $2,000,000. This action will have the net effect of reducing this agreement for the Cook Street Widening Project by the same $2,000,000. This amendment number one shall reduce CVAG's participation funds for the Cook Street Widening Projectfrom $4,750,000 (previously authorized) to $2,750,000, as shown in the attached amended Exhibit "B". Summary of CVAG's Share: Previously obligated and authorized for expenditure (Original Agreement) $ 4,750,000 New obligations under this Amendment #1 $(2,000,000) Total amount, after Amendment #1 authorized for expenditure $2.750.000 Cook Street Widening/City of Palm Desert - CVAG Funding Agreement July 2005 Pagel IN WITNESS WHEREOF, the parties hereto have caused this amendment number one to be executed by their duly authorized representatives on this date: ATTEST: CITY OF PALM DESERT By: By: City Clerk Mayor ATTEST: CVAG By: By-' John Wohlmuth, VAG�Chirm,n Executive Director Cook Street Widening/City of Palm Desert - CVAG Funding Agreement July 2005 Page2 AMENDED EXHIBIT "B" ESTIMATE OF COST AMENDMENT NUMBER ONE DESIGN & CONSTRUCTION "COOK STREET WIDENING (FRED WARING DRIVE TO FRANK SINATRA DRIVE)" (FROM ESTIMATE PROVIDED BY THE CITY OF PALM DESERT) Fundina aareed upon as follows: CVAG share - Bonding Future Measure "A" Funds $2,750,000 City of Palm Desert Share - Local Funds $6.750.000 Total $ 9,600,000 List of Reaional Transoortation Proiects funded throuah Bond Sale Proceeds: Aaencv Recommend. Proiect Total Proi. Cost Riverside County Monterey Avenue $ 1,385,000 Palm Desert Portola Ave. Bridge $ 8,500,000 Palm Desert Cook Street $ 9,500,000 Rancho Mirage Monterey Avenue $ 2,834,000 Indio Jackson Street $ 3,100,000 Indio Avenue 42 $10,000,000 Indio Avenue 50 $11,000,000 Indio Jefferson Street $ 4,900,000 Coachella Ave. 50/ 1-10 Interch. $15.000.000 Total $66,219,000 Bonded Amount $ 700,000 $ 6,250 000 $ 2,750,000 $ 1,425,000 $ 1,650,000 $ 5,000,000 $ 550, 000* $ 2,450,000 $ 7.500,000 $28,275,000 *Costs for Engineering Plans and Environmental Document. Construction period estimated at 2-3 years Cook Street Widening/City of Palm Desert - CVAG Funding Agreement July 2005 Page3 o I O —�- J ALI y l <__:l a!►�`i� 1 `'�i•�L\\ Lit, b116,L �*`1►01`�Q�!fi�'f._l`'l�r:.�i A .s..b`:.�7_? N o N O LL N I 0 0 CD N O LO O r �'VJ L wa W �c o �W i U. 00 O l..., UQ C� Q G Z M V Y W Z OLL a2 O w u. 0