HomeMy WebLinkAboutSR - C22300 - CA4 - Storm Drain & Trffc Sgnl ImprvmntsREQUEST:
SUBMITTED BY:
CONTRACTOR:
DATE:
CONTENTS:
Recommendation:
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
Approve Contract Amendment No. 4 to Contract No. C22300
with Harris & Associates to Expand the Scope of Work on the
Cook Street Widening (Project Number 601-05).
Mark Greenwood, P.E.
Director of Public Works
Harris & Associates
34 Executive Park, Suite 150
Irvine, California 92614-4705
June 14, 2007
Amendment No. 4 to Contract No. C22300
Summary of Contract Amendments
Proposal
Vicinity Map
By minute motion, approve Contract Amendment No. 4 to Contract No.
C22300 with Harris & Associates, in the amount of $117,463.00, to
expand the scope of work to include the design of roadway pavement
rehabilitation, a new sound wall, and the phasing of the project into two
separate construction document packages for the Cook Street
Widening Project No. 601-05.
Discussion:
On February 12, 2004, City Council approved Contract No. 22300 with Harris &
Associates to design storm drain and intersection improvements at Cook
Street/Country Club Drive and Cook Street/Hovley Lane East intersections (Project
No. 505-03). This project will eliminate cross -gutter and drainage issues at these
intersections. The intersections will also be widened and signals modified to
accommodate the future widening of Cook Street.
On June 24, 2004, Council approved Amendment 1 to Contract 22300 with Harris &
Associates in the amount of $82,300.00 to include a hydrology study for the
Monterey Avenue Storm Drain between Fred Waring Drive and the Whitewater
Channel. On August 25, 2005, Council approved Amendment 2 to the contract in the
amount of $17,500.00 for the preliminary analysis and design of striping plans to
identify where re -striping alone would be sufficient to accommodate the expansion of
Cook Street from four lanes to six lanes. On January 26, 2006, Council approved
Amendment 3 in the amount of $384,435.00 to expand the scope of design services
to widen Cook Street to six lanes between Frank Sinatra Drive and Fred Waring
Drive.
Staff Report — Contract Amendment #4 to Contract C22300 Harris & Assoc.
Page 2 of 2
June 14, 2007
Because storm drainage funding (Fund 232) is due to expire in December 2007, this
project is being divided into two phases. Phase I will include the storm drain and
intersection improvements by adding right -turn lanes at Hovley Lane East and
Country Club Drive/Cook Street. The addition of the right -turn lanes at these two
intersections requires additional right-of-way acquisition from the affected property
owners. Phase II will include re -striping Cook Street to provide the six travel lanes,
widening the road at the Whitewater Channel, construction of raised medians,
pavement rehabilitation and, as a result of the noise study, a 750-foot sound wall in
front of Palm Lake Villas.
After careful review of the proposal and scope followed by cost negotiations, staff is
confident with the value being received for these additional services. The Coachella
Valley Association of Governments (CVAG) will be contributing 50% of the project
costs. Funds for this amendment are available in Project Account 213-4385-433-
4001. Staff, therefore, recommends that City Council approve Amendment No. 4 to
Contract No. 22300 with Harris & Associates, in the amount of $117,463.00, for the
additional professional design services to widen Cook Street to six lanes between
Frank Sinatra Drive and Fred Waring Drive (Project No. 601-05).
Prepared By:
Bo Chen, P.E.
Senior Engineer
Approval
Homer Croy
ACM for D velo¢ment Services
Carlos L. 0
City Manager
Mark Green ood, P.E.
Director of Public Works
Paul Gibson
Finance Director
CITY COUNCIL )CTION:
APPROVED ,,/ DENIED
RECEIVED OTHER
MEETI G DATE (C . j 4 • ()/
AYES : , ( r(1�S6 h nQf+i 1 [ � as i i4 )1
NOES: ate<J
ABSENT: I\IC5''l _
ABSTAIN:
VERIFIED BY: ok(G Original on File wi_ City Clerk's f
G:IPub Works1Staff Reports1200741une 14128 CO 4 Harris Assoc C22300 expand scope of work Cook Street Widening 601-051Approve Harris Assoc CO 4 C22300 Cook
St Widening 601-05.doc
CI'�Y OF PALM DESERT Contract#/P.O.# 22300 11245
(r D�]j�'1� *� AmendmenU ,4
PROFESSION � A7�i111�1�L' ��11J�,�� Change Order No.
Contingency: YES NO
Contract Purpose Cook Street Widening —Additional Services for qccount No. 213-4385-433-4001
Sound Wall and Pavement Rehabilitation
ConsultanYs Name Harris & Associates P�oiect n�o. 601-05
a,dd�ess: 120 Mason Circle, Concord, CA 94520 Vendor No. 6$62
You are hereby requested to comply with the following changes from the contract plans and specifications:
DECREASE INCREASE
DESCRIPTION OF CHANGES In Contract Price In Contract Price
Additional Design Service for Roadway Pavement Rehabilitation 48,030.00
Additional Design Service for Extra Specifications/Plans for Phasing 38,300.00
Additional Design Senrice for New Sound Wall 31,133.00
TOTALS: - 117,463.00
NET CHANGE IN CONTRACT PRICE: 117,463.00
JUSTIFICATION: As a result of the noise study performed for the project, a new sound wall is required. Therefore,
additional professional service for designing the sound wall is added to the original scope of work. Also, pavement
rehabilitation is added to the original scope. Furthermore, because the storm drain fund (Fund 232) is due to expire in
December 2007, it's determined that this project is being divided into two phases. Hence, it causes all of the additional
services changes.
TOTAL BUDGET FOR PROJECT: + 796,680.00 CONTINGENCY:
Less: Expend. & Encumb. To Date: - 796,680.00 Amount Approved by Council: +
Less:This Change Order Amount: - 117,463.00 Less: Prior Amendment(s): -
BALANCE OF BUDGET Less: This Amendment: -
REMAINING FOR PROJECT: 117,463.00 Balance Remainin of Contin enc : -
The amount of the Contract will be Increased by the Sum of: One Hundred Seventeen Thousand Four
Hundred Si�y-Three Dollars ($117,463.00).
G:tPubWorkstStaH Reportst2007Uune 14128 CO 4 Hams Assoc C22300 expand scope of work Cook Street Widening 601-OSC22300 Contract Amendment 4.doc Continued on reverse ...
Contract 22300 Amendment No. 4 Continued from front
This Professional Service Amendment covers changes to the subject contract as described herein. The Consultant
shall perform all work as necessary or required to complete the Professional Service Amendment items for a lump
sum price agreed upon between the Consultant and the City of Palm Desert, otherwise referred to as Owner.
Contract Time Extension Days.
Revised Contract Total $ 914,143.00
The undersigned Consultant approves the foregoing Professional Service Amendment # 4 as to the changes, if any,
in the contract price specified for each item including any and all supervision costs and other miscellaneous costs
relating to the change in work, and as to the eutension of time allowed, if any, for completion of the entire work on
account of said Professional Service Amendment # 4 . The Consultant agrees to furnish all labor and materials and
perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required
to complete the Professional Service Amendment items. This document will become a supplement of the contract and
all provisions will apply hereto. It is understood that the Professional Service Amendment shall be effective when
approved by the Owner.
Execution of this Professional Service Amendment by the Consultant constitutes a binding accord and satisfaction that
fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or
equity, arising out of or related to the subject of the Professional Service Amendment, whether known or unknown,
including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of
productivity, as well as any and all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
1. REQUESTED BY: 2. ACCEPTED BY:
DEPARTMENT HEAD CONSULTANT Date Accepted
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
FINANCE DIRECTOR RICHARD S. KELLY, MAYOR Date Approved
NOTE: No payments will be made prior
to City Manager and Council approval CITY MANAGER Date Approved
G:�PubWorlcs\StaH Reports�2007Uune 14�28 CO 4 Hams Assoc C22300 expand scopa of work Cook Street Widening 601-05\C22300 Contract Amendment 4.tloc Continued on reverse ...
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May 29, 2007
Mr. Bo Chen
Sr. Engineer
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
Subject: Additional Professional Services for Cook Street Improvements, City of Palm
Desert
Dear Bo,
Per our discussion in our meeting of May 23, 2007, we are submitting the following request
for amendment to our Contract for professional services for Cook Street Improvements. This
amendment is a result of additional services requested by the City as follows:
Task A: Additional engineering services for roadway pavement rehabilitation.
Task B: Additional engineering and environmental services for phasing the project into two
separate construction document packages.
Task C: Additional engineering and landscaping services for design of new soundwall
(approximately 750' long).
TASK A ROADWAY PAVEMENT REHABILITATION
The following will present our scope of work, and associated fees of this effort. The
probable construction cost for roadway rehabilitation is estimated at$2.5-3.0 million.
1.0 Base Mapping
Utilizing the topographic survey for Cook Street, prepare additional base maps to cover the
project areas currently not included in the Cook Street Improvements project. Base maps will bc
prepared in plan only format at a horizontal scale of 1"=20'. Base maps will include centerline,
right-of-way(based on information included in Tax Assessor Parcel Maps only, no tract map or
parcel map research is included in our scope),and surface and subsurface utilities.
2.0 Conceptual Design
Review draft geotechnical report prepared by LOR Geotechnical Group and conduct a field
review of the project site to mark out existing failed pavement areas and digouts, and confirm
existing surface utilities impacted by the proposed pavement rehabilitation. Based on the
recommendation included in the geotechnical report and our field review,prepare conceptual
design to include the following:
• Pavement replacement limits
• Adjacent EP/C&G join details
• Pertinent details
• '1'raffic control and access recommendations
• Utility impacts (relocations, adjustments, and/or modifications)
Mr. Bo Chen
May 29, 2007
Page 2 of 5
• A list of items requiring City feedback, along with Harris' associated
recommendations
3.0 Preliminary Design (75% Submittal)
Preliminary improvements plan sheets will be prepared. Plans will incorporate comments
from the conceptual design. Potential utility conflicts and relocations will be shown on the
plans along with appropriate construction notes and dimensions to describe the proposed
improvements. We anticipate that additional ten (10)plan only sheets will be prepared.
Our scope also includes revising the Cook Street phase I improvement plans to reflect the
proposed roadway resurfacing.
Preliminary specification and quantity estimate will be prepared and incorporated in the 75%
preliminary design submittal for Cook Street Improvements.
Our scope of service does not include preparation of traffic control plans for the pavement
rehabilitation work. We anticipate that the contractor will be required to submit traffic contro]
plans for the roadway rehabilitation work.
4.0 Final Design (100%) Submittal
Prepare final roadway rehabilitation plans, estimate and specifications to be incorporated in
the final construction document packages for Cook Street Improvements. Plans will
incorporate City's comments form the 75% design submittal.
5.0 Utility Coordination
Copies of progress submittals will be transmitted to all affected utility companies to notify
them of the anticipated project construction schedule and coordinate any facilities
adjustments and/or relocation required by the project.
TASK B ADDITIONAL ENVIRONMENTAL SERVICES & PHASING OF
COOK STREET IMPROVEMENTS
This task is a result of additional service requested by the City to phase proposed
improvements on Cook Street into two separate construction document packages.
Phase I of the project will include proposed storm drain, signal interconnect, and Hovely
Lane and Country Club Drive improvements. Phase II will include the remaining
improvements along Cook Street.
We are also requesting and amendment for additional environmental services for the
preparation of the CEQA document.
Mr. Bo Chen
May 29, 2007
Page 3 of 5
l.0 Progress & Review Meeting and Community Meetings
Our original scope of services included a total of twelve meetings with City staff to discuss
project progress and discuss outstanding project issues. Up to date, we have attended fourteen
meetings. We anticipate eight more meetings will be required for the completion of the
project and 2 community meetings as per City's direction.
2.0 Phasing of Construction Plans
The splitting of the proposed project to two different phases required going back and re-
cutting base sheets, and phasing proposed construction plans accordingly. The preparation of
one additional title sheet and additional detail sheets was also required.
The phasing of the project will also require preparation of additional signing and striping
plans to reflect transition of proposed Phase II striping to existing Phase I striping
3.0 Specifications
The proposed phasing of the project will require the preparation of a separate specification
document for each phase.
4.0 CEQA Document
1. The project inconsistency with the general plan with regard to bike trails and noise has
required a greater level of effort in preparation of the initial study and project
management than assumed in the original scope of work.
2. Our Subconsultant, Bontena, conducted additional research and prepared detailed memos
for City staff in an attempt to resolve the issue and avoid substantial additional work and
delays.
3. The project extended schedule and stops and starts in project progress have incurred
additional effort. .
4. The original scope of work assumed three team meetings. However, per the City's
request, Bonterra attended four meetings. We also coordinated with the City's
environmental consultant Tena Nova during this process. We anticipate that one or two
additional meetings will be required.
5. Mounting local controversy has required and will likely further require a greater level of
project management.
Mr.Bo Chen
May 29,2007
Page 4 of 5
TASK C COOK STREET SOUND WALL
The following will present the additional services for design and landscaping of new sound
wall, approximately 750' long and 6' high.
1.0 Topographic Survey and Base Mapping
Perform additional survey and cross sections at 50' intervals, for new sound wall to be placed at
same locations as the existing wrought iron fence; and prepare additiona] base maps at a scale of
1"=20'.
2.0 Conceptual Design
Prepare conceptual design (plan and profile)representing location of the wall and identifying
areas of conflict with existing landscaping and other utilities. Type of wall and materials will
be presented with conceptual design.
3.0 Preliminary Design (75% Submittal)
Preliminary civil and landscape improvements plan sheets will be prepared. Plans will
incorporate comments from the conceptual design. Potential utility conflicts and relocations
will be shown on the plans along with appropriate construction notes and dimensions to
describe the proposed improvements.
Preliminary specification and quantity estimate will be prepared and incorporated in the 75%
preliminary design submittal for Cook Street phase II Improvements.
4.0 Final Design (100°l0) Submittal
Prepare final sound wall plans, estimate and specifications to be incorporated in the final
construction document package for Cook Street phase II Improvements. Plans will
incorporate City's comments form the 75% design submittal.
FEES
Harris &Associates proposed to provide the above services for a total "not-to-exceed" fee of
$125,923. A break down of our proposal is included for your evaluation of our proposal.
Mr. Bo Chen
May 29, 2007
Page 5 of 5
Fees would be invoiced monthly based on the actual hours of work completed. Our services
would be accomplished per our existing agreement with the City,with all terms and
conditions as stated therein.
We appreciated the continued opportunity to work with the City of Palm Desert and are
committed to the successful and timely completion of your project. If you have any question,
or need additional information,please do not hesitate to contact me.
Sincerely,
Harris & Associates
Javid Siminou, P.E.
Senior Project Manager
CC: Ehab Gerges, P.E.
Ramiro Herrera
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