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Home My WebLink AboutC24330 - AMEND #1 - N.S. Drainage StudyCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Approve Contract Amendment No. 1 to Contract No. C24330 with VA Consulting, formerly Van Dell & Associates, for Additional Engineering Services to Complete the North Sphere Drainage Study Project (517- 05) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works APPLICANT: VA Consulting 255 E. Rincon Street, Suite 323 Corona, California 92879 DATE: June 8, 2005 CONTENTS: Contract Amendment No. 1 Request for Additional Services Proposal Vicinity Map Recommendation: Approve Contract Amendment No. 1 to Contract C24330 with VA Consulting in the amount of $51,000.00 for additional engineering services to complete the North Sphere Drainage Study; authorize transfer of $31,937.00 from contingency to base and appropriate $19,063.00 of unobligated funds in Account No. 232-4370-433-3010. Discussion: The City has experienced significant growth and expansion, especially within the area known as the "north sphere." The north sphere boundary is the area between the east and west city limits and Country Club Drive on the south and Ramon Road on the north. Along with exponential growth, the City has implemented a new general plan amendment that changed the characteristic development traits of this northern area. Therefore, the North Sphere Master Drainage Study was needed to provide a comprehensive long-range plan for the development of drainage facilities within the northern city limits (see attached vicinity map). On September 22, 2005, the City Council approved Contract No. C24330 with VA Consulting, formerly known as Van Dell & Associates, in an amount not to exceed $319,371.00 plus a 10% contingency for engineering services to complete the North Sphere Master Drainage Study. In February 2006, the results of the collection and review of hydraulic data determined that insufficient existing data was available in certain areas to accurately evaluate existing drainage conditions that occur during storm events. Therefore, additional engineering services are required to develop existing basin hydrology mapping and peak flow rates and volume calculations for the areas where existing hydraulic j 1t='...Jt;i;E- _ +.tTlz,i ter, ..2Z-3°,`.' :,A 1..: � ....; C� "i' .�.tt �,�"�! `c `�f: -�- ,��.,P_ - 51�.r Approve Amendment 1 to C24330 with VA Consulting -North Sphere Drainage Study Page 2 of 2 June 8, 2006 information was not available. Attached is the scope of work and fee proposal from VA Consulting for the additional engineering services. Staff recommends that City Council, by minute motion, authorize the transfer of $31,937.00 from contingency to base, appropriate $19,063.00 of unobligated funds in Account No. 232- 4370-433-3010, and approve Contract Amendment No. 1 to Contract C24330 with VA Consulting in the amount of $51,000.00. Submitted By: Joh A: Garcia, P.E. En veering Manager Approval: Homer CrO ACM for De I ment Services Carlos Ortega City Manager JG/dhl De4Green Ma,P.E. Director of Public Works Paul Gibson Finance Director CITY COUNCIL,ACTION: APPROVED ,// DENIED RECEIVED OTHER MEETING DATE AYES: NOES: -' ABSENT: ,1 t-f ABSTAIN:' P , VERIFIED BY:/yrjJ-� Original on File w City Clerk's office G:TubWorkslStaff Reports12006Vune 812 Amendment Ito C24330 VA Consulting North Sphere Drainage Study 517-050pprove Contract Amendment 1 VA Consulting 517- 05.doc f `� 1•� k P N CITY OF • A Lm DESERT CONTRACT AMENDMENT P.O.# 12826 Contract # C24330 Project # 517-05 Project Description: North Sphere Master Drainage Study Contractor Name VA Consulting (Van Dell & Assoc) Contractor Street Address 255 E. Rincon Street, Suite 323 Vendor # 8984 City, State, Zip Corona, CA 92879 Contract Amendment # 1 Pursuant to the terms of the original contract Agreement, you are hereby directed to make the herein described changes or do the following described work not included in the plans and specifications for this Contract. Unless otherwise stated, all work shall conform to the terms, general conditions, and special provisions of the original contract. DESCRIPTION OF CHANGE Additional engineering services to develop hydraulic mapping, peak flow rates, and volume calculations for areas where existing hydraulic data was not available. Contingency used? (circle one) d�iies No Increase/Decrease in Amount $51,000.00 If yes, amount moved to base: I $31`00 Increase/Decrease in Days N/A Contract Amount (include past amendments) $319,371.00 Contract Date of Completion N/A Plus/Minus Current Amendment $ 51,000.00 Plus/Minus Current Change Order N/A Revised Total Contract Amount $370,371.00 Revised Date of Completion N/A 1. ORDERED BY: 2. CERTIFIED FUNDS AVAILABLE Department Head Director of Finance Date 3. APPROVED BY: 4. APPROVED BY: City Manager Date City Council Date We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all materials, perform all labor, except as may be noted above, and perform all services necessary to complete the above specified work, and hereby accept as full payment the amount shown above, which includes all direct and indirect overhead expenses fort any delays. ACCEPTED BY: Consultant/Vendor Date CONSULTING May 15, 2006 Mr. John Garcia, PE City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Dear Mr. Garcia: This letter is a change order request to provide additional engineering services to our Contract No. C24330, dated September 22, 2005. As you are aware, VA Consulting, Inc. (VA), formerly known as Van Dell and Associates, Inc. has been retained by the City of Palm Desert (City) to prepare the North Sphere Drainage Study, Project No. 517-05 (Study). The results of the data collection and data review tasks performed under the terms of the Contract, found that the available hydrologic data provided by the City was insufficient to adequately reflect existing drainage facility conditions that occur during the design storm events to be evaluated. Since that initial determination was made in early February, we have worked with Engineering Resources and City's Contract Project Manager, to pursue and review any additional information which could be obtained from the City, Riverside County Flood Control and Water Conservation District (RCFC&WCD) and the Coachella Valley Water District (CVWD). This additional effort has resulted in the same conclusion that insufficient hydrologic data is available for analysis of the existing drainage facilities. Pursuant to your request, VA proposes the following additional engineering services to identify existing facilities drainage conditions, quantify the run off rates generated from these facilities and develop the hydrologic data necessary to perform the Master Plan Study: Identify drainage basin sites, tributary watershed boundaries which drain to the basins and tributary watershed boundaries which drain to city streets; and Calculate peak flow rates, basin volumes and peak discharges to city streets. In the absence of drainage information for the existing development within the study area, we are confident that this additional work will provide a meaningful and conservative assessment of the existing but undefined drainage facilities. Via Consulting, Inc. Corparate Office Orange County Division 17801 Cartwright Road €rvine. CA 92614 Phone 949.474.1400 Fax 949,261.9492 Mr. John Garcia City of Palm Desert May 15, 2006 Page Two A detailed scope of services (Exhibit "A") and proposed fees (Exhibit "B") are included with this letter. Our estimated fee to perform the additional services is $51,000. We will perform these services on a time and materials, not to exceed basis, under the terms of the contract and in accordance with the attached fee schedule (Exhibit "C°). We have the resources available to perform this work and estimate that the additional work can be completed in 4 to 6 weeks from your Notice to Proceed. Based on our original schedule of 26 weeks for performance of the remaining study tasks, which can be initiated after completion of the additional work, our estimate for completion of the Study is 30 weeks from your Notice to Proceed. If you have any questions or wish to discuss this change order request, please call me at (949) 474-1400 extension 212 or John Wolter at (951) 340-0030 extension 202. Sincerely, ax P. Vahid, PE President and CEO M PVlcm/kam Enclosure cc: Joanne Singer, PE — Engineering Resources Dan Villines, PE John Wolter, PE Contracts YAPmjauts13a6_610G)Adm1n1C01_Clty of Palm EXHIBIT "A" PROPOSAL TO PROVIDE ENGINEERING SERVICES TO QUANTIFY EXISTING DRAINAGE CONDITIONS FOR THE NORTH SPHERE DRAINAGE STUDY SCOPE OF SERVICES Research and Project Management This task provides for additional activities performed since the determination, last February, that the existing hydrologic data was insufficient to perform the study. The activities include research at RCFC&WCD, CVWD and the City; review and evaluation of additional information collected; consultation to develop scope or work to provide missing hydrologic data and attendance at meetings with City and Resource Engineering staff. We have provided a total of 50 hours of Project Engineer and Project Manager's time for this task. 2. Develop Existing Basin Hydrology This task will provide for review of the existing contour mapping to identify drainage basins and prepare hydrology mapping of the tributary drainage areas to the basins and City streets. The 2-foot contour mapping prepared for the study will be used. We have assumed that the identified basins will only provide storage volume for tributary storm water as measured from the mapping and that basin outflow will be computed based on over -topping only. We estimate a total of 200 hours of Project Engineer's time for this task. 3. Prepare Existing Basin Hydrologic Data This task will provide for preparation of peak flow rates and volume calculations. The analysis will be prepared in accordance with the RCFC&WCD Hydrology Manual. Unit hydrograph methodology will be used for the identified basin watersheds and the rational method will be used for watersheds that are not tributary to an identified basin. Peak discharges that are not contained by identified basins and are shown to discharge to city streets will be incorporated into the deficiency analyses to be performed under our existing scope of work. We estimate a total of 120 hours of Project Engineer's time for this task. EXHIBIT "B" PROPOSAL TO PROVIDE ENGINEERING SERVICES TO QUANTIFY EXISTING DRAINAGE CONDITIONS FOR THE NORTH SPHERE DRAINAGE STUDY PROPOSED FEES 1. Research and Project Management............................................................... $ 7,750 2. Develop Existing Basin Hydrology........................a......................................... $26,000 3. Prepare Existing Basin Hydrologic Data ......................................................... $160000 4. Reimbursable Expenses................................................................................... $1,250 TotalFees................................................................................................................. $51,000 Y:Vwjeds5936m61DTAdm175C07 City ui Palm 6eserF_651108(2)rJ= 2 EXHIBIT "C" VA CONSULTING, INC. FEE SCHEDULE 2006 Staff Classification Civil Enaineerinal and Plannina Services President-.................................................................................................... Division President/Division Manager........................................................... Sr. Vice President/Vice President/ Exec. Director... .................................... Director........................................................................................................ Senior Project Manager............................................................................... ProjectManager... ... ...... ...................................... .......... __ ....................... Assistant Project Manager........................................................................... Senior Project Engineer/Senior Design Supervisor/Senior Planner............ Project Engineer/Design Supervisor............................................................ Senior Design Engineer/Senior Designer .................................................... Design Engineer/Planner... ..... ................. ................................ ................. Designer...................................................................................................... Assistant Engineer/Assistant Planner,... ........................................ Research and Processing Coordinator_ ... __ .......... _ ........................ ...... Senior CADD Technician............................................................................. JuniorEngineer............................................................................................ CADDTechnician........................................................................................ Engineering Intern....................................................................................... Office Support/Clerical................................................................................ Field Survev and MaDoinq Services Houriv Rate ........ $185 ... $170 ...- $16D ........ $155 1....... $152 ........ $145 ........ $140 ........ $135 ........ $130 ........ $12D ........ $115 $105 $100 .......... $95 ..---..... $90 .......... $85 .......... $80 ...,...... $70 .......... $66 Directorof Survey and Mapping....................................................................................................... $150 Managerof Field Survey.... ....... .................................... .......... ............... ....................... __ ....... _ ... $130 Surveyand Mapping Associate ......................... ................................ -...................................................... $95 Surveyand Mapping Technician .............. ........................... ................................. ..................................... $70 3-Man GPS Crew.... .... _ ... ___ .... ........ ............... ............. ................. ................................................. $220 2-Man GPS Crew... .................. ___ ........................................ __ ........... ................................................. $195 1-Man GPS Crew ........ ............................................................................ ........ .............. ........ ................... $165 SQecial Services Litigation....................................................................................................................... ...$400 Motes: 1. invoices will be prepared for all services through the end of each calendar month. Invoices are due and payable on presentation. 2. Overtime, when requested by the client, will be surcharged at a rate of 135% of the standard hourly rates. Sundays and holidays will be surcharged at a rate of 170% of the standard hourly rates. 3. Reprographics, messenger service, travel (including lodging and meals), and other direct expenses will be charged at cost plus 10%. The services of outside consultants will be charged at cost plus 15% to cover administration and overhead. 4. In-house reprographics charges: B&W Bond copies $1.00Isq.ft, Color Bond $6.00/sq,ft. 5. Mileage will be billed at $0.445 per mile. NSPEE8CHEGSGenem12000 feesched.doc G-OCI iE d TIHGRE,DR i Y9<C�YG� full -it f *y7 I .o GERALD FORD D 2 f i 1 iNKSINATRA DR rn - !IC5q.'UNTMRYCTIUB DR I M-EffrLN pZ 1, City of Palm L' /aI"I3 Des l n, N ry/ WE 1W V Ss 4,000 Feet IN