HomeMy WebLinkAboutC24660 CA1 Portola Ave Interchange @ I-10 637-02CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Approve Amendment 1 to Contract No.C24660 with Dokken
Engineering for Additional Engineering and Environmental
Documentation Services for the Proposed Portola Avenue
Interchange on Interstate 10 (Project No. 637-02)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
APPLICANT: Dokken Engineering
5675 Ruffin Road, Suite 250
San Diego, CA 92123
DATE: July 10, 2008
CONTENTS: Amendment No. 1 to Contract C24660
Proposal with Fees
Project Work Sheet
Vicinity Map
Recommendations:
1. Approve Amendment No. 1 to Contract C24660 in the amount of
$94,000.00 with Dokken Engineering for additional services to
complete the Project Approval and Environmental Documentation
Phase;
2. Authorize the Mayor to execute the amendment to the agreement; and
3. Approve moving $73,983.90 from contingency to base.
Discussion:
On December 8, 2005, the City Council approved Contract No. C24660 with Dokken
Engineering in the amount of $739,839.00, plus a 10% contingency, to complete the
Project Report (PR) and Environmental Documentation (ED) Phase for the proposed
new interchange on Interstate 10 (1-10) at Portola Avenue.
The main hurdle related to the development of the project, being addressed by the
consultant and staff, is the approval of a new connection at this location on 1-10 by
Caltrans and the Federal Highway Administration. The draft New Connection Report
(NCR) was prepared by Dokken Engineering and submitted to Caltrans for review.
In addition to being approved by Caltrans, the NCR needs to be approved by the
Federal Highway Administration (FHWA) in Washington D.C. In the past few years,
Caltrans and FHWA have increased their scrutiny of any proposed new interchange
on any Interstate highway. One of the requirements is to demonstrate from a traffic
standpoint whether improving adjacent interchanges and local streets would negate
the need for this proposed interchange. This will require an addendum to the
approved traffic study that will show that the proposed interchange is still needed.
Portola/I-10 Interchange -Approval of Amendment No. 1 to Dokken Contract
Page 2 of 3
July 10, 2008
Staff has prepared Amendment No. 1 to Contract 24660 with Dokken Engineering
for the following additional services to complete the Project Approval and
Environmental Documentation (PA/ED) phase before proceeding to final
engineering. The additional services include the following tasks:
1. Project Management, Coordination, and Administration -additional services
are required due to the delay in the completion of the PA/ED phase. The
original schedule in the contract assumed completion by January 2008. The
current schedule to complete the PA/ED phase is estimated to be June 2009.
2. Geometric Development and Cost Estimates -the geometry of the interchange
was modified at the request of Caltrans to change the loop on ramp from a
free right turn to a Type D and adding a sidewalk along the easterly side of
Portola Avenue to increase the safety of pedestrians and bicyclists. This
reversed the recommendations for savings previously approved during the
value engineering study. This change required additional services to revise
grading plans, profiles, alignments, superelevation diagrams, and cost
estimates for inclusion into the Draft PR and the NCR.
3. Traffic Operational Analysis Report -additional services are needed to prepare
an addendum to the Traffic Operational Analysis Report to serve as part of
the justification for the proposed interchange in the NCR.
4. Draft PR, NCR and Fact Sheets -additional services are required to prepare
and receive approval of the Draft PR, NCR, and Fact Sheets for non-standard
geometric features.
5. Air Quality Report -as of June 21, 2007, an Air Quality Conformity Analysis
Document is required that was not included in the original scope of work. The
analysis is required by FHWA to make an air quality conformity determination
pursuant to the Section 6005 of the Safe, Accountable, Flexible, and Efficient
Transportation Act.
6. Focused Surveys for Special Status Species -focused Surveys were required
for the Coachella Valley milk vetch, Coachella Valley fringe -toed lizard,
burrowing owl, and Palm Springs round -tailed ground squirrel. The
consultant performed the surveys, coordinated with the U.S Fish and Wildlife
Service and California Department of Fish and Game, and prepared reports
that summarized the results of the focused surveys. This work was
completed prior to adoption of the Coachella Valley Multi Species Habitat
Conservation Plan.
Staff requests City Council approval of Amendment No.1 to Contract C24660 with
Dokken Engineering in the amount of $94,000. The total request from Dokken
Engineering for the above additional services is $119,000. The original contract
included $67,000 for optional tasks. The Value Engineering Study, not identified in
the original scope of work but required by Caltrans, used $42,000 of the optional
task budget leaving $25,000 in the optional task budget. Therefore, the net increase
to the contract will be in the amount of $94,000. The total revised contract amount
will be $833,839. Staff has reviewed the request for additional services and is
confident with the value being received for the cost of the additional services. CVAG,
Portola/I-10 Interchange -Approval of Amendment No. 1 to Dokken Contract
Page 3 of 3
July 10, 2008
in accordance with the existing reimbursement agreement, with reimburse the City
75% of PA/ED costs up to $1,500,000.
The updated Project Report estimate prepared by Dokken Engineering for the
project is approximately $74 million for preliminary engineering and environmental
documentation, final design, right of way acquisition, and construction costs. The
project is programmed to receive 75% funding from CVAG in Fiscal Year 2012-13
for final design, right of way acquisition and construction and has received $1.2
million in STP Local Funds for construction. See attached Project Work Sheet for
estimated project costs and funding. Staff has been meeting with Congresswoman
Mary Bono Mack's staff and submitted a Fiscal Year 2009 Appropriation Request
Form. Her staff has indicated that the project ranks highest on the list for
earmarking for additional federal funds. The project is estimated to be completed in
late 2013.
Fiscal Impact:
Funds for this amendment are available in Budget Account 213-4351-433-40-01. In
accordance with the existing reimbursement agreement, CVAG will reimburse the
City 75% of the PA/ED Phase consultant costs.
Prepared By:
John Garcia, P.E.
Engineering Manager
Approval:
Homer Croy
ACM for Development Services
Carlos L. 0
City Manage
g
Department Head:
Mark Greenwood, P.E.
Director of Public Works
Paul
Finan
son
e Diretor
TY COUNCIL ACTION:
APPROVED DENIED
RECE I VED �..._ �... OTHER
MEET I ) " TE
NOES
ABSENT
ABSTAIN ;
VERIFIED EY. 7
')rigina.L on File wi
Clerk OfiI.r`C-.
CITY OF PALM DESERT Contract#/P.O.# C24660 12823
PROFESSIONAL SERVICE AMENDMENT Change Order No..
Contingency: NO
Contract Purpose Portola Avenue Interchange on I-10-Additional Account No. 213-4351-433-40-01
Services for PA/ED Phase
Consultant's Name Dokken Engineering Project No. 637-02
Address: 5675 Ruffin Road, Suite 250 Vendor No. 9089
San Diego, CA 92123
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 Environmental and engineering services to complete the Project $94,000.00
Approval/Environmental Documentation Phase including the following tasks:
1 . Project Management, Coordination, and Administration
2. Geometric Development and Cost Estimates
3. Addendum Traffic Operational Analysis Report
4. Draft Project Report, New Connection Report, and Fact Sheets
5. Air Quality Report
6. Focused Surveys for Special Status Species
TOTALS: - $ 94,000.00
NET CHANGE IN CONTRACT PRICE: $ 94,000.00
JUSTIFICATION:
Additional services are required due to: 1) delay in approval of the PA/ED phase, 2) modification of the geometry of
the interchange (ramp configuration) that required changes to plans, profiles, grading, and cost estimates, 3)
requirement for an addendum traffic analysis report used to justify the interchange in the New Connection Report, 4)
revisions to Project Report, New Connection Report, and Fact Sheets, 5) required Air Quality Conformity Analysis not
included in original scope of work, and 6) focused surveys for special status species not included in original scope of
work.
TOTAL BUDGET FOR PROJECT: + $ 6,560,036.99 CONTINGENCY:
Less: Expend. & Encumb. To Date: - $ 861,419.71 Amount Approved by Council: + $73,983.90
Less: This Change Order Amount: - $ 94,000.00 Less: Prior Amendment(s): - $0
BALANCE OF BUDGET Less: This Amendment: - $73,983.90
REMAINING FOR PROJECT: $ 5,604,617.28 Balance Remaining of Contingency: -
The amount of the Contract will be increased by the sum of: Ninety-Four Thousand Dollars
($94,000.00).
Continued on reverse ...
Contract C24660 Amendment No. 1 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 N/A Days.
Revised Contract Total $ 833,839.00
The undersigned Consultant approves the foregoing Professional Service Amendment #1 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 extension of time allowed, if any, for completion of the entire work on
account of said Professional Service Amendment #1. 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 JEAN M. BENSON, MAYOR Date Approved
NOTE: No payments will be made prior
to City Manager and Council approval CITY MANAGER Date Approved
Continued on reverse ...
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Budget Augment For ,..sA __ VPR^
New Interchange on Interstate 10 at $ v q = w
Portola Avenue Project C24660 B q $ N n I
_
12c
Task 3.1 Project Management,Coordination 6 Administration t
Task 3.1 Project ManagemeM,Coordination 6 Administration 0 0 0 0
Task 3.1-1 Coordination/Administration 8 8 16 4 8 12 0 28
Task 3.1-2 Coordination and Meetings 8 8 16 4 I 12 0 .28
Task J.1-]Adm nis0at on 4 8 12 0 0 12
Task 3.1-4 Progress Reports and Invoices 4 8 12 _ 0 0 12
TOTAL HOURS-Task 3.1 24 32 0 56 8 18 0 0 0 0 0 24 0 0 0 0 0 B0
'TOTAL COST-Task3.1 23.684.10 $3,823.60 $0.00 $7,707.70 51,331.79 $1,938.60 $0.00 $0.00 $0.00 2000 $0.00 23,270.39 20.00 $0.00 $0.00 $0.00 $0.00,, $10,979.09
Task 3.2 Engineering Development 0
Task 3.2-6 Geometric Development _ 4 24 48 76 $ 8 8 24 __0 100
Task 3.2-6 Cost Estimates 2 8 24 34 0 0 34
Task 3.2.10s Traffic Operational Analysis Report 4 16 24 44 16 12$ 32 32 208 0 252
TOTAL HOURS-TASK 3.2 10 48 96 154 18 128 0 0 40 8 40 232 0 0 0 0 0 386
TOTAL COST-TASK3.2 81,618.38 85,735.40 813,068.00 $20,421.78 92,6633.58 $15,508.84 80.00 80.00 $2,818.29 $637.48 92,517.59, 924,146.77 80.00 50.00 50.00 8000 80.00 844,667.55
Task 3.3 Project Report,Fact Shoots,8 New Connection Report - _ 0
Task 3.3.1 Preliminary Daft Project Report,New Connection Report and Fact Sheets 4 24 60 88 0 0 88
TOTAL HOURS-TASK 3.3 4 24 60 88 0 0 0 0 0 0 0 0 C 0 0 0 0 BB
TOTAL COST-TASK 3.3 $647.35 42,867.70 58,167.50 211,682.5S 20.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 5000 50.00 $0.00 $0.00 20.00 $11,611255
Task 3.4 Environmental Document _ 0
Task 3.4Jd Air Quality Report 0 1 4 2 12' 28 32 72 72
TOTAL HOURS-TASK 3.4 0 0 0 0 I 0 0 4 0 0 0 0 2 12 26 32 72 72
TOTAL COST-TASK 3.4 S0.00 $0.00 $0.00 $0.00 $168.47 50.00 $0.00 $421,45 $0.00 8000 50.00 2687.92 2416.09 41,355.27 52,013641 $1.589.26 $5,427.04 95,014.5a
Focused Surveys 0
Coachella Valley Milk Vetch Focused Survey 0 1 40 8 49 0 49
Coachella Valley Fringe-road Lizard Focused Survey 0 4 140 8 152 0 152
Burrowing Owl Focused Survey 0 1 80 $ 89 0 89
_ Palm Springs Round-tailed Ground Squirrel Focused Survey_ 0 1 120 B 129 0 129
USFWS end COTG Coordination 0 16 32 3 56 0 56
TOTAL HOURS-TASKS 0 0 0 0 13 0 412 0 0 0 40 475 0 0 0 0 0 475
TOTAL COST-TASKS $000 $000 $0.00 $0.00 83828.89 $0.00 $39,012.18 5000 $0.00 5000 $2.517.59 $45,35667 9000 50.00 $0.00 9000 20.00 $45,358.67
TOTAL PROJECT HOURS 36 104 156 298 48 144 412 4 40 8 60 731 2 12 28 32 72 1101
DIRECT COSTS $187.97 $137.25' 572.96r $398.18
TOTAL PROJECT COST $o oo 10.00 $0.00 240,000.no 50.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 273,500,00 20.00 $0.00 $0.00 $0.00 $5,500.00 $119,eo0.00
L-10/Portnld AveAuOmenL OOKKEN ENGINEERING
Pane 1 0/2 6/24/2008
637-02 Portola 1-10 Interchange
Project/Construction Cost Estimates Community Benefits
I Staff I Fund FY 08-09* FY 09-I 0 FY 10-I 1 FY 1 1-12 FY 12-13 Total More direct vehiculare access to Civic Center, •
_
Property Acquisition: 213,851.853 $ - $ 5,000,000 $ 5,083,333 $ - $ , $ 10,083,333 business,entertainment,residential and
Professional Services: 213,851,853 $ 3.000,000 $ - $ - $ $ $ 3,000.000
commercial areas. Reduced congestion at
adjacent interchanges and local streets.
Fees: $ - $ - $ - $ - $ - $ -
Construction: 213,851.853 $ - $ - $ - $ 15,000,000 $ 33.333,333 $ 48,333,333
Equipment: $ - $ - $ - $ - $ - $ -
Administration: $ - $ - $ - $ - $ - $ -
Direct Staff Costs: I 1 10 $ 34,593 $ 35,631 $ 36,700 $ 37,801 $ 38,935 $ 183,660
Contingency: 213,851.853 $ 600.000 $ 1.000,000 $ 1.016,667 $ 3,000.000 I$ 6,666,667 $ 12,283,333
Other. $ - $ - $ - $ - $ - $ -
Total: $ 3,634,593 $ 6,035,631 $ 6,136,700 $ 18.037,801 $ 40,038,935 $ 73,883,660
Recurring Cost Estimates
Staff Fund FY 08-09* j FY 09-10 FY 10-I 1 FY 11-12 FY 12-13 Total
Maintenance Costs: $ - $ - $ - $ - $ - $
Replacement Costs: $ - $ - $ - $ - $ - $ -
Administration: $ - $ - $ - $ - $ - $
Direct Staff Costs: 0 $ - $ - $ - $ - $ - $
Contract Staff Costs: $ - $ - $ - $ - $ - $ -
Other: $ - $ - $ - $ - $ - $ -
Total: $ - $ - $ - $ - $ - $ -
Total All Costs: $ 3,634,593 $ 6,035,631 $ 6.136.700 I $ 18,037,801 I $ 40,038,935 1 $ 73,883,660 J
Potential Increase to Public Safety Costs: $ - $ - $ - $ - $ -1 b -
Project Fund Sources
Fund FY 08-09* FY 09-I 0 FY 10-I 1 FY 11-12 FY 12-13 Total
General Fund: $ - $ - $ - $ - $ - $ -
Measure A Funds: 213 $ 8,698,618 $ 9,000,000 $ - $ - $ - $ 17,698,618 0• reation
Redevelopment Funds: 851,853 $ 12,500,000 $ - $ - 5 - $ - $ 12,500,000 Temporary Jobs Created: 100
Storm Drain Funds: $ - $ - $ - $ - $ - $ - Average Income:
Grant Monies:CVAG(75%) $ 625,380 $ - $ - $ 18.024,000 $ 36,051,000 $ 54,700.380
Other.STP Local $ - $ - $ - $ - $ 1,275,000 $ 1,275,000 Permanent Jobs Created: 0
$ -
Total: $ 21,823,998 $ 9,000,000 $ - , $ 18,024,000 $ 37,326,000 $ 86,173,998
*Includes previously F.Y.expenditures/encumbrances
DOKKEN ENGINEERING
Igm Trrzrtsluortation Solrrtioas.fronr Concept to Construction
June 24, 2008
Mr. John Garcia, PE
City of Palm Desert, Department of Public Works
735-510 Fred Waring Drive
Palm Desert, CA 92660
Subject: Budget Augment to Contract C24660, Portola Ave/I-10 Interchange
Dear Mr. Garcia,
This letter requests a change in the scope of work and a budget augment to include
environmental focus surveys, an amendment to the traffic study to address Caltrans and
FHWA requirements for a New Connection Report (NCR), preparation of an Air Conformity
Analysis Document, modifications to geometry, and additional project management due
to the increase in project schedule.
The contract is requested to be amended as follows:
Task 3.1, Project Management, Coordination & Administration
Additional compensation is requested for Task 1, Project Management, Coordination &
Administration due to unforeseen extensions of the anticipated the project schedule. The
project schedule defined in the original contract assumed a project approval by January,
2008. The estimated completion of the PA/ED Phase is now June, 2009. Project review
by Caltrans staff was assumed to require 30 days. Currently reviews are taking six to
seven weeks. Extensive re-reviews of submitted reports, with circular comments, and
frequent changing of Caltrans staff, has significantly increased the original assumed
schedule for project delivery. This has led to additional PDT meeting and a significant
increase in coordination of the project.
Cost by Firm:
Dokken Engineering $ 7,708
LSA $ 3,270
Total: $ 10,978
Augmentation to Task 3.1: $10,978
Task 3.2-5, Geometric Development
Additional compensation is requested for Task 3.2-5, Geometric Development due to
several different, circular comments from Caltrans that requested altering the
interchange geometry, even after acceptance of the VA Study recommendations. The
westbound loop onramp was originally designed as a D-type ramp per Caltrans
preference to comply with ADA requirements. The VA Study recommended revising the li
ramp to free-right geometry and eliminating the easterly sidewalk along Portola Avenue.
These VA Study recommendations were accepted by City and Caltrans staff. The grading
plans, profiles, alignments and superelevation diagrams were revised for inclusion into
the Draft Project Report and NCR. During the third review of the NCR, Caltrans
1
i
5675 Ruffin Road,Suite 250,San Diego,CA 92123 • 7ele:858.514.8377 • Fax:858.514.8608 • www.dokkenengineering.com I
DOKKEN ENGINEERING
lruntsin)rtation Solutions from Concept to CoitqrucLion
requested the on ramp geometry and sidewalk be reverted to its original D-type design.
Cost by Firm:
Dokken Engineering $ 10,049
LSA $ 1,705
Total: $ 11,754
Augmentation to Task 3.2-5: $11,754
Task 3.2-6, Cost Estimates
Additional compensation is requested for Task 3.2-6 Cost Estimates, due to Caltrans
requests to alter the interchange geometry after accepting the VA Study's
recommendations, as described above in Task 3.2-5.
Cost by Firm:
Dokken Engineering $ 4,547
Total: $ 4,547
Augmentation to Task 3.2-6: $ 4,547
Task 3.2-10e, Traffic Operational Analysis Report
An addendum to the original, approved by Caltrans, Traffic Operational Analysis Report,
shall be prepared to analyze and discuss the modifications to the original traffic study
caused by a potential future improvement of the eastbound ramps at the Monterey
interchange.
During the third review of the NCR, Caltrans noted that traffic study did not analyze
future improvements to the eastbound ramps at Monterey. Per standard practices, the
study only analyzed those projects that are defined were defined in the 2004 RTP and
2006 RTIP when the report was prepared. Caltrans has expressed this concern primarily
due to recent interpretation of FHWA instructions (see attached) regarding new
connections to the interstate system. Of concern is the following instruction:
"The existing interchanges and/or local roads and streets in the corridor can neither
provide the necessary access nor be improved to satisfactorily accommodate the design-
year traffic demands while at the same time providing the access intended by the
proposal."
While improvements to the eastbound ramps at Monterey are not anticipated to provide
an improved LOS in such a congested area, their inclusion into the traffic report will
better provide additional evidence in support of the Portola interchange.
The traffic study addendum will analyze the area of the eastbound ramps and along the
freeway, including:
• Revise freeway mainline operations analysis per HCM 2000 methods. The
analysis shall determine free-flow speed, densities (passenger cars per mile
per lane), and LOS for the freeway segments analyzed.
• Revise ramp access and egress point analysis per the methods contained in
"Chapter 25-Ramps and Ramp Junctions" of the 2000 HCM. The analysis shall
determine LOS within the ramp influence areas of the freeway.
2
DOKKEN ENGINEERING
IN. from
• Revise interchange ramp analysis for Intersecting Lane Vehicles (ILV) per
Caltrans HDM, Topic 406 and HCM 2000 delays, LOS, lane configuration
requirements and turn pocket storage length.
• Revise intersection analysis using both ILV and LOS per HCM methods,
including average delay, lane configuration requirements and turn pocket
storage length.
• Revise roadway segments volume-to-capacity ratios and lane requirements.
• Perform additional Caltrans Traffic Signal Warrant analysis.
• Perform additional signal timing/signal coordination studies.
Cost by Firm:
Dokken Engineering $ 5,826
LSA $ 22,441
Total: $ 28,267
Augmentation Task 3.2-10e: $28,267
Task 3.3-1, Preliminary Draft Project Report, New Connection Report and Fact
Sheets
Additional compensation is requested for Task 3.3-1, due to extensive Caltrans re-
reviews of submitted reports and frequent changing of Caltrans staff.
Dokken Engineering has responded to all comments provided by Caltrans. Upon
Caltrans' verification of the responses, the responses are accepted and new comments
are provided. Due to the additional revisions and long review time, this process is
causing a significant load on the project resources.
Cost by Firm:
Dokken Engineering $ 11,683
Total: $ 11,683
Augmentation to Task 3.3-1: $11,683
Task 3.4-4d, Air Quality Report
The Air Quality Conformity Analysis Document is a new requirement being mandated on
all current projects as of June 21, 2007. The analysis is required by FHWA to make an •
air quality conformity determination, pursuant to Section 6005 of the Safe, Accountable,
Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU). To keep
the project momentum moving forward, the report is currently under preparation to
eliminate the possibility of project delay.
The original Task 3.4-4d Air Quality Report is amended to include the following:
Consultant shall prepare an Air Quality Conformity Analysis per Caltrans standards.
Cost by Firm:
LSA $ S88
VPRA $ 5,427
Total: $ 6,015
Augmentation for Air Conformity Analysis Document: $ 6,015
3
DOKKEN ENGINEERING
Trcrnsportatiori Solutions from Concert to Construction
Optional Tasks
The focus surveys were included in our original project scope as "Optional Tasks", since it
was unclear at that time if the surveys would be required. To keep the project
momentum moving forward, the endangered species surveys have been performed
already to eliminate the possibility of project delay. The surveys were conducted over a
five month period beginning in May 2006, and the results were incorporated into the
NES.
Each survey had to be conducted by a qualified biologist according to the protocols
established by the CDFG, including the following restrictions, requiring multiple site
walkovers at ten meter transects:
Species Finding Site Period Transects Other f
Visits Spacing Restrictions
Required
Coachella presence/ 6 Visits May 1- transects when temps
Valley absence July 31 no greater are 100 to 104
fringe-toed than 10 on low wind
lizard meters days.
apart
Palm presence/ at least 3 May 1 - transects 1 hour after
Springs absence July 31 no greater sunrise to 4 i
Ground than 10 hours after .
Squirrel meters sunrise with -
apart temps between
81 and 91.
CV Presence/ 1 Feb-May 15 meters
milkvetch absence
The following is requested to be incorporated into the contract:
Focused Surveys for Special Status Species
• Coachella Valley milk vetch (Federally Endangered); 1
• Coachella Valley fringe-toed lizard (Federally Threatened/State Endangered);
• Burrowing owl (State Species of Special Concern); and, I
• Palm Springs round-tailed ground squirrel (Federal Candidate/State Species of
Special Concern).
Consultant will provide coordination with the U.S Fish and Wildlife Service (USFWS)
and/or California Department of Fish and Game (CDFG) as appropriate.
i
4
DOKKEN ENGINEERING
lreiirsportatiori Solutions from Concept to Construction
The Consultant will prepare letter reports summarizing the results of the focused
surveys.
Cost by Firm:
LSA $ 45,359
Total: $ 45,359
Augmentation for Focused Surveys: $45,359
The total of these requested amendments is $119,000. The original contract included a
contingency amount of$67,000. On March 30, 2007, Task 3.3-5, Value Analysis Study
was authorized for $42,000, leaving $25,000 in remaining contingency funds. Therefore,
an additional $94,000 is requested beyond the original contract agreement.
Attached are a summary of costs per firm, a worksheet showing the number of
hours/costs required, along with the direct costs for these additional Tasks.
Sincerely,
DOKKEN ENGINE :ING Accepted and Approved by:
110,
• loll►:
Chris Johnson, PE John Garcia, PE
Project Manager City Engineer
•
i
5
Budget Augment For
New Interchange on Interstate 10 at Portola Avenue Project C24660
TASK FEE SUMMARY
TASK, " FEE
.aii...
Task 3.1 Project Management,Coordination&Administration $10,978.10
Task 3.2-5 Geometric Development $11,753.70
Task 3.2-6 Cost Estimates $4,546.58
Task 3.2-10e Traffic Operational Analysis Report $28,267.27
Task 3.3-1 Preliminary Draft Project Report, New Connection Report and Fact Sheets $11,682.55
Task 3.4-4d Air Quality Report $6,014.96
Coachella Valley Milk Vetch Focused Survey $4,457.58
Coachella Valley Fringe-toed Lizard Focused Survey $14,425.98
Burrowing Owl Focused Survey $8,245.17
Palm Springs Round-tailed Ground Squirrel Focused Survey $12,032.76
USFWS and CDFG Coordination $6,197.17
Reproduction $398.18
TOTALS: $119,000.00
I-10/Portola Ave Augment #1
Page 1 of 5
FEE PROPOSAL
Dokken Engineering
DIRECT COSTS (LABOR)
NAME FUNCTION HOURS RATE AMOUNT
Chris Johnson, PE Project Manager 38 $53.50 $2,033.00
Mike Roberts, PE Roadway Project Engineer 104 $39.50 $4,108.00
Gerard Lumabas, PE Roadway Designer 156 $45.00 $7,020.00
TOTAL HOURS #REF! TOTAL LABOR $13,161.00
INDIRECT COSTS (OVERHEAD)
ESCALATION 0.00% $0.00
OVERHEAD 175.00% $23,031.75
TOTAL OVERHEAD $23,031.75
DIRECT COSTS Billed at Actual Cost
ITEM QUANTITY UNIT UNIT COST AMOUNT
Reproduction 1 LS $187.97 $187.97
TOTAL DIRECT COSTS $187.97
FEE (PROFIT) PERCENTAGE 10% FEE $3,619.28
TOTAL COST $40,000.00
KKE
I-10/Portola Ave Augment#1 It A— PNTr1
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t rVf.
Page 2 of 5 RM w•Goli.Srrieu:Lmt,ertng.rom.
FEE PROPOSAL
LSA
DIRECT COSTS (LABOR)
FUNCTION HOURS RATE AMOUNT
Lyn Calerdine Principal 48 $56.47 $2,710.56
Les Card Traffic 144 $41.10 $5,918.40
Denise Woodard Senior Biologist 412 $32.12 $13,233.44
Megan Macias Senior Air/Noise 4 $35.74 $142.96
Name Word Processor 40 $23.90 $956.00
Name Graphics 8 $27.03 $216.24
Name Administrative Assistant 80 $21.35 $1,708.00
TOTAL HOURS 736 TOTAL LABOR $24,885.60
INDIRECT COSTS (OVERHEAD)
OVERHEAD 168.00% $41,807.81
TOTAL OVERHEAD $41,807.81
DIRECT COSTS Billed at Actual Cost
ITEM QUANTITY UNIT UNIT COST AMOUNT
Reproduction 1 LS $137.25 $137.25
TOTAL DIRECT COSTS $137.25
FEE (PROFIT) PERCENTAGE 10% FEE $6,669.34
TOTAL COST $73,500.00
DO
I-10/Portola Ave Augment #1 ■ y rl ri E lti
� Fw �� iNr: FTrvn
Page 3 of 5 *K'w' clolzke ne:I:LnettinC•fon,
FEE PROPOSAL
VP RA
DIRECT COSTS(LABOR)
FUNCTION HOURS RATE AMOUNT
Georgiana Vivian Vice President/Responsible Office 2 $70.00 $140.00
Stacey Kurz Senior Transportation Analyst/Em 12 $38.00 $456.00
Jason Ellard Transportation Analyst/Environme 26 $27.00 $702.00
Intern Technical Support 32 $16.50 $528.00
TOTAL HOURS 72 TOTAL LABOR $1,826.00
INDIRECT COSTS (OVERHEAD)
OVERHEAD 170.19% $3,107.67
TOTAL OVERHEAD $3,107.67
DIRECT COSTS Billed at Actual Cost
ITEM QUANTITY UNIT UNIT COST AMOUNT
Reproduction 1 LS $72.96 $72.96
TOTAL DIRECT COSTS $72.96
FEE(PROFIT) PERCENTAGE 10% FEE $493.37
TOTAL COST $5,500.00
DOK
I-10/Portola Ave Augment #1 T N ,''1 1 N
Page 4 of 5 RR'w❑OL:YF!1daglDSictDC•SO,n
CI1'Y OF PALM DESERT Contract#/P.O.# C24660 12823
PROFESSIONAL SERVICE AMENDMENT AmendmenU �
Change Order No.
Contingency: YES NO
Contract Purpose Portola Avenue Interchange on I-10-Additional Account►vo. 213-4351-433-40-01
Services for PA/ED Phase
ConsultanYs Name Dokken Engineering Project No. 637-OZ
Add�ess: 5675 Ruffin Road, Suite 250 vendor No. gQ$g
San Diego, CA 92123
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 Environmental and engineering services to complete the Project $94,000.00
Approval/Environmental Documentation Phase including the following tasks:
1 . Project Management, Coordination, and Administration
2. Geometric Development and Cost Estimates
3. Addendum Traffic Operational Analysis Report
4. Draft Project Report, New Connection Report, and Fact Sheets
5. Air Quality Report
6. Focused Surveys for Special Status Species
TOTALS: - $ 94,000.00
NET CHANGE IN CONTRACT PRICE: $ 94,000.00
JUSTIFICATION:
Additional services are required due to: 1) delay in approval of the PA/ED phase, 2) modification of the geometry of
the interchange (ramp configuration) that required changes to plans, profiles, grading, and cost estimates, 3)
requirement for an addendum traffic analysis report used to justify the interchange in the New Connection Report, 4)
revisions to Project Report, New Connection Report, and Fact Sheets, 5) required Air Quality Conformity Analysis not
included in original scope of work, and 6) focused surveys for special status species not included in original scope of
work.
TOTAL BUDGET FOR PROJECT: + $ 6,560,036.99 CONTINGENCY:
Less: Expend. & Encumb. To Date: - $ 861,419.71 Amount Approved by Council: + $73,983.90
Less: This Change Order Amount: - $ 94,000.00 Less: Prior Amendment(s): - $�
BALANCE OF BUDGET Less: This Amendment: - $73,983.90
REMAINING FOR PROJECT: $ 5,604,617.28 Balance Remaining of Contingency: -
The amount of the Contract will be increased by the sum of: Ninety-Four Thousand Dollars
($94,000.00).
Continued on reverse ...
Contract C24660 Amendment No. 1 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 N/A Days.
Revised Contract Total $ 833.839.00
The undersigned Consultant approves the foregoing Professional Service Amendment #1 as to the changes, if any, in
the contract price specified for each item including any and all supervision costs and other misceilaneous costs
relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on
account of said Professional Service Amendment #1. 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 JEAN M. BENSON, MAYOR Date Approved
NOTE: No payments will be made prior
to City Manager and Council approval CITY MANAGER Date Approved
Continued on reverse ...
11
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June 24, 2008
Mr. John Garcia, PE �
City of Palm Desert, Department of Public Works
735-510 Fred Waring Drive
Palm Desert, CA 92660
Subject: Budget Augment to Contract C24660, Portola Ave/I-10 Interchange �
Dear Mr. Garcia,
This letter requests a change in the scope of work and a budget augment to include
environmental focus surveys, an amendment to the traffic study to address Caltrans and ;
FHWA requirements for a New Connection Report (NCR), preparation of an Air Conformity
Analysis Document, modifications to geometry, and additional project management due I
to the increase in project schedule. ,
The contract is requested to be amended as follows: �
Task 3.1, Project Management, Coordlnation & Administration
Additional compensation is requested Por Task 1, Project Management, Coordination &
Administration due to unforeseen extensions of the anticipated the project schedule. The
project schedule defined in the original contract assumed a project approval by January,
2008. The estimated completion of the PA/ED Phase is now June, 2009. Project review
by Caltrans staff was assumed to require 30 days. Currently reviews are taking six to
seven weeks. Extensive re-reviews of submitted reports, with circular comments, and �
frequent changing of Caltrans staff, has significantly increased the original assumed
schedule for project delivery. This has led to additional PDT meeting and a significant
increase in coordination of the project.
Cost by Firm: i
Dokken Engineering $ 7,708 �
LSA � 3.�70
Total: $ 10,978
Augmentation to Task 3.1: $10,978
Task 3.2-5, Geametric Development
Additional compensation is requested for Task 3.2-5, Geometric Development due to
several different, circular comments from Caltrans that requested altering the
interchange geometry, even after acceptance of the VA Study recommendations. The
westbound loop onramp was originally designed as a D-type ramp per Caltrans
preference to comply with ADA requirements. The VA Study recommended revising the
ramp to free-right geometry and eliminating the easterly sidewalk along Portola Avenue,
These VA Study recommendations were accepted by City and Caltrans staff, The grading
plans, profiles, aiignments and superelevation diagrams were revised for inclusion into
the Draft Project Report and NCR. During the third revfew of the NCR, Caltrans
I�
S(�%?flu(fin I�oa�l,Suitr?'�O,San I�ii'�,i�,(�A �J'923 • li�lct:t�5fi.514.$377 • Pax:h�ih.514.i+G(� • �ti'WY�.iji��ilCCnen{;inc�•rin�;.cc>m ii
�
� /
requested the on ramp geometry and sidewaik be reverted to its original D-type design.
Cost by Firm:
Dokken Engineering $ 10,049
LSA $ 1,705
Total: $ 11,754
Augmentation to Task 3.2-5: $11,754
Task 3.2-6, Cost Estimates
i
Additional compensation is requested for Task 3.2-6 Cost Estimates, due to Caltrans
requests to alter the interchange geometry after accepting the VA 5tudy's '
recommendations, as described above in Task 3.2-5. •i
Cost by Firm: ;
Dokken Engineering 4 47
Total: $ 4,547
Augmentation to Task 3.2-6: $ 4,547
Task 3.2-10e, Traffic Operational Analysis Report
An addendum to the original, approved by Caftrans, Traffic Operational Analysis Rep�rt,
shall be prepared to analyze and discuss the modifications to the original traffic study '
caused by a potential future improvement of the eastbound ramps at the Monterey
interchange.
During the third review of the NCR, Caltrans noted that traffic study did not analyze
future improvements to the eastbound ramps at Monterey. Per standard practices, the
study only analyzed those projetts that are defined were defined in the 2004 RTP and
2006 RTIP when the report was prepared. Caltrans has expressed this concern primarily �
due to recent interpretation of FHWA instructions (see attached) regarding new
connections to the interstate system. Of concern is the following instruction: '
"The existing interchanqes and/or local roads and streets in the corridor can neither �'
provide the necessary access n�r be improved to satisfactorily accommodate the design- �'�
year traffic demands while at the same time provrding the access intended by the !
proposal."
While improvements to the eastbound ramps at Monterey are not anticipated to provide ,
an improved LOS in such a congested area, their inclusion into the traffic report will
better provide additional evidence in support of the Portola interchange.
The t�affic study addendum will analyze the area of the eastbound ramps and along the
freeway, including:
• Revise freeway mainline operations analysis per HCM 2000 methods. The
analysis shall determine free-flow speed, densities {passenger cars per mile
per lane), and LOS for the freeway segments analyzed.
• Revise ramp access and egress point analysis per the methods contained in
"Chapter 25-Ramps and Ramp Junctions" of the 2000 HCM. The analysis shali
determine LOS within the ramp influence areas of the freeway.
�
2
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• Revise interchange ramp analysis for Intersecting Lane Vehicies (ILV) per
Caltrans HDM, 7opic 406 and HCM 2000 delays, LOS, lane configuration
requirements and turn pocket storage length,
• Revise intersection analysis using both ILV and LOS per HCM methods,
including average delay, lane configuration requirements and turn pocket
storage length.
• Revise roadway segments volume-to-capacity ratios and lane requirements.
• Perform additional Caltrans Traffic Signal Warrant analysis.
• Perform additional signal timing/signal coordination studies.
Cost by Firm:
Dokken Engineering $ 5,826 �
LSA � 2Z,441
Total: $ 28,267 ��
Augmentation Task 3.2-10e: $28,267
Task 3.3-1, Preliminary Draft Project Report, New Connection Report and Fact
Sheets
Additional compensation is requested for Task 3.3-1, due to extensive Caltrans re-
reviews of submitted reports and frequent changing of Caltrans staff. '
Dokken Engineering has responded to all comments provided by Caltrans. Upon
Caltrans' verification of the responses, the responses are accepted and new comments ,
are provided. Due to the additional revisions and long review time, this process is
causing a significant load on the project resources.
Cost by Firm:
Dokken Engineering $ 11,683
Total: $ 11,683
Augmentation to Task 3.3-1: $11,b83
Task 3.4-4d, Air Quality Report '
i
The Air Quality Conformity Analysis Document is a new requirement being mandated on ;'�
all current projetts as of June 21, 2007. The analysis is required by FHWA to make an ;�
air quality conformity determination, pursuant to Section 6005 of the Safe, Accountable,
Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU). To keep
the project momentum moving f�rward, the report is currently under preparation to
eliminate the possibility of project delay.
The o�iginal Task 3.4-4d Air Quality Report is amended to include the following:
Consultant shall prepare an Air Quality Conformity Analysis per Caltrans standards.
Cost by Firm: '
LSA $ 588
VPRA 4 7
Total: $ 6,015 ,
Augmentation for Air Conformity Analysis Document: $ 6,015 '
3
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Optional Tasks
The focus surveys were included in our original project scope as "Optional Tasks", since it
was unclear at that time if the surveys would be required. To keep the project
momentum moving forward, the endangered species surveys have been performed
already to eliminate the possibility of project delay. The surveys were conducted over a
five month period beginning in May 2006, and the resu4ts were incorporated into the
NES.
Each survey had to be conducted by a qualified biologist according to the prototols
established by the CDFG, including the following restrictions, requiring multiple site �
walkovers at ten meter transects: `
i
Species Finding Site Period Transects Other
Visits Spacing Restrictions
Re uired '
Coachella presence/ 6 Visits May 1- transects when temps
Valley absence July 31 no greater are 100 to iQ4
fringe-toed than 10 on low wind
lizard meters days. ,
apart
Palm presence/ at least 3 May 1 - transects 1 hour after
Springs absence )uly 31 no greater sunrise to 4
Ground than 10 hours after
Squirrel meters su�rise with
apart temps between
81 and 91.
CV Presence/ 1 Feb-May 15 meters
milkvetch absence
i
ii
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The following is requested to be incorporated into the contract:
Focused Sufveys for Special Status Species
• Coachella Valley mifk vetch (Federafly Endangered);
• Coachella Valley fringe-toed liza�d (Federally Threatened/State Endangered);
• 6urrowing owl (State Species of Special Concern); and, ;
• Palm Springs round-tailed ground squirrel (Federal Candidate/State Species of
Special Concern).
Consultant will provide coordination with fihe U.S Fish and Wildlife Service (USFWS)
and/o� California Department of Fish and Game (CDFG} as app�opriate.
4 I
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The Consultant will prepare letter reports summarizing the results of the focused
surveys.
Cost by Firm:
LSA � 45•359
Total: $ 45,359
Augmentation for Focused Surveys: $45,359
The total of these requested amendments is $119,000. The original contract inciuded a �
contingency amount of $67,000. On March 30, 2007, Task 3.3-5, Value Analysis Study
was authorized for $42,000, feaving $25,000 in remaining contingency funds. Therefore,
an additional $94,000 is requested beyond the original contract agreement.
r
Attached are a summary of costs per firm, a worksheet showing the number of ,
hours/costs required, along with the direct costs for these additional Tasks.
Sincerely,
DOKKEN ENGINE ING Accepted and Approved by:
Chris Johnson, PE John Garcia, PE
Project Manager City Engineer
5
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