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Home My WebLink AboutC27950 CA2 - Eng Svcs 4 Intersctn Imprvmnts @ Frank Sintra & Portola CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Approve Amendment No. 2 to Contract No. C27950 for Additional Engineering Services for Intersection Improvements at Frank Sinatra Drive and Portola Avenue with Kimley-Horn and Associates, Inc. in the Amount of$76,000 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Kimley-Horn and Associates, Inc. � 1770 lowa Avenue, Suite 200 � Riverside, California 92507 a � w � DATE: September 10, 2009 ��„ � � AO � s CONTENTS: Amendment Number 2 to the Agreement ` Professional Service Amendment No. 2 p � fi ,� Project Work Sheet � ,,., � �; Vicinity Map ,d i �e � = RECOMMENDATIONS: � � Q v z W � �1 � c UO � � zQw � By Minute Motion: � a U w � w v, � � 'o vaa � 4z° aa > c 1. Approve Amendment No. 2 to Contract No. C27950 for additional engineering services for Intersection Improvements at Frank Sinatra Drive and Portola Avenue with Kimley-Horn and Associates, Inc. in the amount of$76,000; and 2. Authorize the Mayor to execute the amendment. Funds are available in the following accounts: $45,600 from Account No. 213-4548- 433-4001, Measure A; $22,800 from Account No. 232-4548-433-4001, Drainage Fees; and $7,600 from Account No. 234-4548-422-4001, Traffic Signal Fees. DISCUSSION: On July 10, 2008, the City Council approved Contract No. C27950 with Kimley-Horn and Associates, Inc., in the amount of $511,000 for design services for intersection improvements at Frank Sinatra Drive and Portola Avenue. Subsequently, on September Staff Report Frank Sinatra & Portola Intersection-Approval of Amendment No. 2 to KHA Contract Page 2 of 3 September 10, 2009 11, 2008, the City Council approved Amendment No. 1 in the amount of $96,000 to expand the scope of the project. Staff has reviewed the plans as designed by Kimley-Horn and Associates, Inc. Along with the consultant, staff has performed value engineering and determined that by making minimal changes in the design there is the potential to reduce construction costs and help speed up the project. Amendment No. 2 to Contract No. C27950 with Kimley-Horn and Associates, Inc., has been prepared to include the following additional services: • Portola Avenue south of Frank Sinatra will be redesigned to shift the centerline to the east. This shift will accommodate the planned development on the southwest corner of the project. This property owner has expressed that he would be willing to dedicate the right-of-way as long as the planned development is not effected. Without the redesign, the City would need to acquire approximately 30,000 square feet more right-of-way than what the land owner is willing to dedicate. This additional acquisition would delay the project, and would have cost the City approximately $900,000. • The proposed southbound right turn lane will be removed to accommodate the utility relocation required by Southern California Edison (SCE). With the right turn lane, SCE would need to have steel transmission poles installed at the City's cost of approximately $200,000. This would delay the project for up to a year for design and fabrication. Without the right turn lane, SCE can utilize two of their standard wooden transmission poles at the corner. This will cost approximately $140,000 and will only require about three months to design and install. This will also eliminate the need for a retaining wall along the right turn lane, which will save approximately $100,000 for the construction of the retaining wall. • The proposed widening along westbound Frank Sinatra west of Shepherd Lane will be removed. With the widening, SCE would need to have steel transmission poles installed at the City's cost of approximately $200,000. This would delay the project for up to a year for design and fabrication. Without the widening, SCE can utilize two of their standard wooden transmission poles at the corner. This will cost approximately $140,000 and will only require about three months to design and install. Also, removal of this widening will have no negative impact on the traffic G:IPubWorkslStaff Reports120091September 10104 Amend No.2 KHA C27950 Portola and Frank SinatralSR-Frank Sinatra 8 Portola Amend 2 to KHA.doc Staff Report Frank Sinatra & Portola Intersection-Approval of Amendment No. 2 to KHA Contract Page 3 of 3 September 10, 2009 within this area. Not widening in this location will reduce the construction cost by approximately $98,000. • Evaluation of retention basin alternatives to accommodate the required drainage flows. As the project alternatives for outletting the storm drain were discussed with Staff, Kimley-Horn and Associates prepared an alternative analysis that evaluated five different retention basin alternatives. A retention basin on a City owned parcel southeast of the project was determined to be the most cost effective option for discharging flow. The preferred alternative was designed and added to the improvement plans. Kimley-Horn and Associates, Inc. initially submitted a proposal for this amendment at a cost of $99,400. Staff reviewed the request for additional services, and negotiated a reduction in cost to $76,000. Additionally, the proposed changes will result in potential project cost reduction of more than $1,218,000, and save approximately one year for the completion of the project. Therefore, staff is confident of the value being received. If Amendment No. 2 is approved, the revised contract total will be $683,000, which is 8.7% of the estimated construction cost, which is reasonable for this size and complexity of project. S U M MARY: Staff recommends that City Council approve Amendment No. 2 to Contract No. C27950 for additional engineering services for Intersection Improvements at Frank Sinatra Drive and Portola Avenue with Kimley-Horn and Associates, Inc. in the amount of $76,000; and authorize the Mayor to execute the same. Prepared By: Departmen H ad: . ,C�� Aaron Kulp, P.E. Mark Gree wood, P.E. Associate Engineer Director of Public Works App I: Paul S. Gibson M. Wohlmuth Director of Finance C' y Manager G:IPubWorkslSta(f Reports120091September 10104 Amend No.2 KHA C27950 Porto/a and Frank Sinat�alSR-Frank Sinatra 8 Portola Amend 2 to KHA.doc CI,I,Y 0�+' PALI�D�S�RT �ontract#/P.O.# C27950 15397 AmendmenU 2 P��1�� '1��Ti ��T Change Order No. a �7 �� Contingency: YES NO Consultant Design Services for Intersection 213-4548-433- Contract Purpose Improvements at Frank Sinatra Drive and Portola Account No. 232-4548-433-4001 Avenue 234-4548-422-4001 ConsultanYs Name Kimley-Horn and Associates, ItIC. Project No. 57Z-OS 1770 lowa Avenue; Suite 200 vendor rvo. 7643 address: Riverside, California 92507 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 services are required due to the project limits for the intersection $76,000.00 improvements for FrankSinatra Drive and Portola Avenue have been extended to include the following: 1. Portola Avenue (south leg)will be re-designed to shift the centerline to the east. 2. The southbound right-turn lane will be removed to accommodate the utility relocation required by Southern California Edison (SCE). 3. The widening along westbound Frank Sinatra west of Shepherd Lane will be removed. 4. Evaluation of retention basin altematives to accommodate the required drainage flows. TOTALS: - $ 76,000.00 NET CHANGE IN CONTRACT PRICE: $ 76,000.00 JUSTIFICATION: Additional services are required due to: 1) this shift will accommodate the planned development on the southwest corner of the project. 2) Allow for the use of wood transmission poles at the corner instead of steel transmission poles. 3) Allow for the use of wood transmission poles along Frank Sinatra instead of steel transmission poles. 4) An alternative analysis that evaluated five different retention basin alternatives. OTAL BUDGET FOR PROJECT: + $ 3,498,000.00 CONTINGENCY: Less: Expend. & Encumb. To Date: - $ 607,000.00 Amount Approved by Council: + $51,100.00 Less:This Change Order Amount: - $ 76,000.00 Less:Prior Amendment(s): - $51,100.00 BALANCE OF BUDGET Less:This Amendment: - REMAINING FOR PROJECT: $ 2,815,000.00 Balance Remaining of Contingency: - The amount of the Contract will be increased by the sum of: Seventy-Six Thousand Dollars ($76,000.00). Continued on reverse ... Contract C27950 Amendment No. 2 Continued from front This Professional Service Amendment covers changes to the subject contract as described herein and as set forth in Exhibit A. 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 $ 683.000.00 The undersigned Consultant approves the foregoing Professional Service Amendment #2 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 #2. 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 ROBERT A. SPIEGEL, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval CITY MANAGER Date Approved Continued on reverse ... Exhibit A to Amendment Number 2, dated August 24, 2009. The services currently authorized to be perfarmed by Consultant in accordance with the Agreement and previous amendments, if any, shall be modified as followed: Project Understanding KHA submitted the 100% paper plans consistent with the original scope of services on July 24, 2009. The City has requested a modification to the design of the Portola Avenue and Frank Sinatra project to reflect the following changes: • Portola Avenue (south leg) will be re-designed to shift the centerline to the east. This shift will accommodate the proposed development on the southwest corner of the project, and be consistent with the project's Tentative Map as provided on August 10,2009. • The southbound right-turn lane will be removed to accommodate the utility relocation as required by Southern California Edison(SCE). • The widening along westbound Frank Sinatra west of Shepherd Lane will be removed. In addition to the changes as referenced above, one additional change has been requested that is outside the original scope of services: • Addition of a detention basin on the southeast corner of the project, on City property to accommodate the required drainage flows as outlined in the drainage study provided by KHA. o Additional survey to accommodate the change in drainage design. o Additional environmental resource site visits to analyze the area (cultural and biology). Scope of Services Task 1.0,Pre-Final, 95% Plans, Specifications, and Estimate(PS&E) Task 1.1,Prepare 95% Project Submittal KHA will revise the PS&E package to reflect the Project Understanding as stated above. It is assumed the following changes will be made: CIVIL • Harizontal realignment, re-stationing,proposed CL,ROW, and easements • Curb design and layout • Grading design: Vertical alignment, LDD work • 7 cross sections, complete re-design • Intersection grading detail will be revised • Harizontal control plan, 5 views,New CL and ROW, notes, data tables • Demolition sheets, 5 layouts, boundaries, items to remain/relocate, station/offsets, hatching, quantities • Improvement sheets, 5 sheets plan and profile, vertical alignment, station/offsets, hatching, quantities • Erosion Control plans, 4 views • Quantities and Cost Estimate SIGNING/S TRIPING/SIGNAL • Revise signing and striping due to new roadway alignment and lane assignments,4 views • Revise traffic signal plan poles,pull boxes, loops and signal head alignment, 1 sheet • Update signal interconnect alignment, 2 views • Quantities and Cost Estimate STORM DRAIN • Realign storm drain based on centerline shift • Update storm drain data tables and inlet table • Revise top of inlet elevations, rim elevations, and HGL in profiles • Re-station and label stations and offsets in plan and profile • Coordinate with City to determine utilities in TM and revise sewer stub to match location from TM • Retention Basin design and grading In addition to the above plan changes, KHA will revise the cost estimate and technical specifications. Task 1.2,Pre-Final, 95% Landscape PS&E Ray Lopez and Associates (RLA)will revise the plans to reflect the changes as outlined in Task 1.0. These changes include: • Revision of Base Sheets -RLA shall take Civil Engineers City Approved/Precise Grading Plan and create and revise all the Landscape `Base Sheets' required for Landscape and Irrigation Plan. • Revise Landscape Plans -RLA shall revise all the landscape affected by the Civil changes Task 1.3,Revise Right-of-Way Easements: KHA will revise the legal descriptions for easements and Rigbt-of-Way areas as previously submitted to the City f'or this project. fissumptio�zs:The City will be responsible for recording the documents. Deliverables: • 1 copy Legal Descriptions for Easements and Right-of=�Vay Task 2.0,Final, 100% Plans, Specifications, and Estimate(PS&E) Task 2.1, Prepare 100% Project Submittal Based on the«ritten cornments provided by the City engineering staff, KHA will revise the 90% design for tlie final submittal. We will respond to consolidated comments and our scope only includes minar clarifications, no redesign. We ��ill also update the opinion of prohabte construction cost and tha technical specifications. Deliverables: ■ 1 copy of full size(24"x 36")�Nlylar; 1 electronic copy of final cost estimate; ■ 1 electronic copy of final pl�xns in AutoCAD; 1 electronic copy of techiucal specifications; 1 electronic copy of project calculations Task 3.0,Revise Drainage Design to include a Detention Basin Task 3.1,Detention Basin Design and Alternatives The design of a detention/retention basin has been modified from the original scope. As the project alternatives for outletting the storm drain were discussed with the City, a detention basin on a City owned parcel southeast of the project was determined by the City to be the most feasible option for discharging flow. KHA prepared an alternatives analysis that looked at 5 different options for a combination of detention basin alternatives. The preferred alternative (open air basin on the southeast City owned parcel) was designed and added to the improvement plans. Analysis of this basin including the tailwater effect on the proposed storm drain system was analyzed and was included as part of the drainage study. It is assumed that the centerline shift of the Portola improvements would not cause a significant change in the drainage basin boundaries delineated in the drainage study and would therefare not significantly alter the calculated flow rates and starm drain design. No update to the drainage study is anticipated to be required. Task 3.2,Additional Project Survey As a result of the revised drainage design outlined in Task 3.1, KHA provided an additional survey field visit to obtain survey information. This required one 2-person field crew as well as office time to upload date and update the survey files. Task 3.3,Expand Environmental Review Area As a result of the revised drainage design outlined in Task 3.1, the team of Cultural Resources and Biologist provide additional site analysis to include in the overall study area for the project. Task 4.0, Project Coordination,Meetings, Management Based on the revised Tasks 1-3,a total of 14 hours has been added to this task. For the Additional Services set forth above, Client shall pay Consultant the following additional compensation: Lump Sum fee of$76,000. Task Fee Task 1.0 $45,000 Task 1.1 $35,500 Task 1.2 $4,500 Task 1.3 $5,000 Task 2.0 $19,000 Task 2.1 $19,000 Task 3.0 $10,000 Task 3.1 $5,000 Task 3.2 $3,000 Task 3.3 $2,000 Task 4.0 $2,000 �o � �o �_.� f )) � { ....� . 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