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Home My WebLink AboutC27950 CA3 - Intrsctn Imprvmnts @ Frank Sinatra & Portola CITY OF PALM DESERT � � �� PUBLIC WORKS STAFF REPORT REQUEST: APPROVE AMENDMENT NO. 3 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 $4,000 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Kimley-Horn and Associates, Inc. 1770 lowa Avenue, Suite 200 Riverside, California 92507 DATE: April 8, 2010 CONTENTS: Amendment No. 3 to the Agreement Professional Service Amendment No. 3 Project Work Sheet Vicinity Map Recommendations By Minute Motion: 1. Approve Amendment No. 3 to Contract No. C27950 for additional engineering services for Intersection Improvements at Frank Sinatra Drive and Portola Avenue with Kimley-Horn and Associates, Inc. (KHA) in the amount of$4,000; and 2. Authorize the Mayor to execute the amendment. Funds are available in the following accounts: $2,400 from Account No. 213-4548-433- 4001, Measure A; $1,200 from Account No. 232-4548-433-4001, Drainage Fees; and $400 from Account No. 234-4548-422-4001, Traffic Signal Fees. Backqround On July 10, 2008, the City Council approved Contract No. C27950 with KHA in the amount of $511,000 for design services for intersection improvements at Frank Sinatra Staff Report Frank Sinatra & Portola Intersection-Approval of Amendment No. 3 to KHA Contract April 8, 2010 Page 2 of 3 Drive and Portola Avenue. Subsequently, on September 11, 2008, and September 10, 2009, the City Council approved Amendment No. 1 and 2 in the amount of $96,000 and $76,000, respectively, to expand the scope of the project. The plans were completed and signed off by staff on February 19, 2010, as designed by KHA. The final plans were provided to Southern California Edison (SCE) for the finalization of the transmission and distribution relocations. Although SCE already substantially designed the relocation, they determined at that stage that there were three major concerns: • The widening of Portola Avenue at the intersection would require the relocation of two SCE transmission poles, and a revision to the existing aerial easement over the property located at the northwest corner of Frank Sinatra Drive and Portola Avenue. This would delay the construction of the intersection until after the summer months. • To relocate distribution lines that are underground at the location of a proposed catch basin, an underground interceptor manhole would need to be constructed and installed at the southeast corner of the intersection near the Desert Willow monument sign. • The elimination of a transmission pole along Frank Sinatra Drive just east of Shepherd Lane would be required based on the proposed improvements. This would require SCE to redesign the poles, and construction would have to take place after the summer months. Therefore, Amendment No. 3 with KHA has been prepared to include the following additional services to eliminate these concerns: • The northwest corner of the intersection will be modified to protect in place the two existing transmission poles. To accommodate the required lane widths, the median will need to be redesigned and narrowed. • The proposed inlet at the southeast corner on Frank Sinatra Drive (currently located on the Frank Sinatra Drive side of the curb return) will be relocated to the Portola Avenue side of the curb return. • The turn pocket on westbound Frank Sinatra Drive to Shepherd Lane will be eliminated to remove any conflict with the transmission lines at this location. This allows for SCE to proceed with the poles in their current configuration, and only redesign the location of guy poles to accommodate the widening. This work can be done during the summer months because no power shut downs will be required. Staff recommends that City Council approve Amendment No. 3 to Contract No. C27950 for additional engineering services for Intersection Improvements at Frank Sinatra Drive G:IPubWorkslStaff Reports120101April 8102 Amend No 3 C27950 KHA Frank Sinatra-Portola Intersection Improvemenfs 572-081SR-Frank Sinatra&PoRola Amend 3 to KHA.doc Staff Report Frank Sinatra & Portola Intersection-Approval of Amendment No. 3 to KHA Contract April 8, 2010 Page 3 of 3 and Portola Avenue with KHA in the amount of $4,000; and authorize the Mayor to execute the same. Fiscal Analysis: KHA initially submitted a proposal for this amendment at a cost of $7,900. Staff reviewed the request for additional services, and negotiated a reduction in cost to $4,000. Additionally, the proposed changes will result in estimated project cost reduction of more than $260,000, and will prevent an approximately eight month delay in the project. Therefore, staff is confident of the value being received. If Amendment No. 3 is approved, the revised contract total will be $687,000. This is 8.4 percent of the estimated construction cost, which is reasonable for the size and complexity of this project. Prepared By: Depart e ad: �� Aaron Kulp, .E., Associate E gineer Mark Gre wood, P.E. Director of Public Works - � Paul S. Gibson, Director of Finance CITY COUNCILAt''TtON APPROVED ✓ DT;ivIF.n RECEIVED O7�E��}Z Approval: MEETING DATE ��-/�'' Z2.��C- AYF,S: " ll l�'/'�'C�Sc� F /%P/' ' NOES: �o`��"a�� J M. Wohlmuth, City Manager ABS�:NT: _/� ��► �- AI3S`1'AIN: N �— VF.RI:�1F,D BY: =J _ �c� � Original on File with City Clerk's�� tice G:IPubWorkslStaN Reports120101Apri1 8102 Amend No 3 C27950 KHA Frank Sinatra-Portola Intersection Improvements 572-081SR-Frank Sinatra&PoRola Amend 3 to KHA.doc AMENDMENT NUMBER 3 TO THE AGREEMENT BETWEEN THE CITY OF PALM DESERT AND KIMLEY-HORN AND ASSOCIATES, INC. AMENDMENT NLJMBER 3 DATED March 19, 2010 to the agreement between the City of Palm Desert, ("Client") and Kimley-Horn and Associates, Inc., ("Consultant" or"KHA") dated July 22, 2008 ("the Agreement") concerning Frank Sinatra & Portola Improvements (the "Project"). The Consultant has entered into the Agreement with Client for the furnishing of professional services, and the parties now desire to amend the Agreement. Therefore, it is mutually agreed that the Agreement is amended to include Additional Services to be performed by Consultant and provisions for additional compensation by the Client to the Consultant, all as set forth in Exhibit A hereto. The parties ratify tbe terms and conditions of the Agreement not inconsistent with this Amendment, all of which are incorparated by reference. CLIENT: CITY OF PALM DESERT KIMLEY-HORN AND ASSOCIATES, INC. By: By: Title: Title: Date: Date: Exhibit A to Amendment Number 3, dated March 19, 2010. The services currently authorized to be performed by Consultant in accordance with the Agreement and previous amendments, if any, shall be modified as followed: Project Understanding KHA submitted the 100% mylar plans specifications and estimate (PS&E) consistent with the approved scope of services on January 29, 2010. The City has requested a modification to the design of the Portola Avenue and Frank Sinatra project to reflect the following changes: • The northwest corner of the intersection will be modified to protect in place the two existing transmission poles. To accommodate the required lane widths, the median will need to be redesigned and narrowed. • The proposed inlet at the southeast corner on Frank Sinatra (currently located on the Frank Sinatra side of curb return) will be relocated to the south, along the Portola side of the curb return. • The turn pocket on west bound Frank Sinatra into Shepherd Lane will be eliminated to remove any conflict with the transmission lines in this location. Scope of Services Task 1.0,NW Corner and Median Redesign KHA will revise the PS&E package to reflect the Project Understanding as stated above. The following changes will be made: CIVIL • Curb design and layout at NW corner and median • Grading design: Vertical curb alignment, curb profiles • Curb data tables • Cross sections updated • Intersection grading detail will be revised • Demolition sheets, 1 layout,boundaries, items to remain/relocate, station/offsets, hatching, quantities • Improvement sheets, 1 sheets plan and profile, station/offsets, hatching, quantities • Quantities and Cost Estimate SIGNING/STRIPING/SIGNAL • Revise signing and striping, 1 view • Revise traffic signal poles,pull boxes, loops and signal head alignment, 1 sheet • Update signal interconnect alignment, 1 view • Quantities and Cost Estimate Task 2.0, SE Corner Curb Inlet Redesign KHA will revise the PS&E package to reflect the Project Understanding as stated above. The following changes will be made: CIVIL • Curb grading design and curb profiles • Demolition sheets, 1 layout,boundaries, items to remain/relocate, station/offsets, hatching, quantities • Improvement sheets, 1 sheets plan and profile, station/offsets, hatching, quantities • Quantities and Cost Estimate STORM DRAIN • 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 • Water line relocation � It is assumed that coordination with CVWD on the water line relocation due to this change will be performed by the City. No additional review are required by CVWD. Task 3.0, Remove Shepherd Right-Turn Lane Improvements KHA will revise the PS&E package to reflect the Project Understanding as stated above. The following changes will be made: CNIL • Remove layout for right-turn lane • Curb data tables updated • Cross sections updated • Demolition sheets, 1 layout,boundaries, items to remain/relocate,remove station/offsets, � hatching, quantities • Improvement sheets, 1 sheets plan and profile,remove station/offsets, hatching, quantities • Quantities and Cost Estimate SIGNING/STRIPING/SIGNAL • Revise signing and striping, 1 view • Quantities and Cost Estimate STORM DRAIN • Relocate proposed storm drain inlet • 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 Far these changes, KHA will revise the plan sheets and resubmit signed mylar plans far the affected sheets only. The opinion of probable construction cost will also be updated and resubmitted. No additional review cycles are assumed. Deliverables: ■ 1 copy of full sizz (24" x 36") My1ar of afFected sheets; 1 electronic copy of fulal cost esti�nate; ■ 1 electronic copy of final plans in AutoCAU; � For the Additional Services set forth above, Client shall pay Consultant the following additional compensation: Lump Sum fee of$4,000. Task Fee Task 1.0 $2,000 Task 2.0 $1,000 Task 3.0 $1,000 Total $4,000 CITY OF PALM DESERT Contract#/P.O.# C27950 15397 PROFESSIDNAL SERVICE AMENDMENT Amendment/ 3 Change Order No. 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. 572-OH aad�ess: 1770 lowa Avenue; Suite 200 vendor rvo. 7643 Riverside, California 92507 You are hereby requested to compty with the following changes from the contract plans and specifications: DECREASE INCREASE DESCRtPTION OF CHANGES In Contract Price In Contract Price Additional services are requir�ed due to the project limits for the intersection $4,000.00 improvements for Frank Sinatra Drive and Portola Avenue have been extended to include the following: 1. The northwest corner of the intersection will be modified to protect in place the two existing transmission poles. To accommodate the required lane widths, the median will need to be redesigned and narrowed. 2. The proposed inlet at the southeast comeron Frank Sinatra (currently located on the Frank Sinatra side of curb return) will be relocated to the south, along the Portola side of the curb retum. 3. The turn pocket on west bound Frank Sinatra into Shepherd Lane will be eliminated to remove anyconflict with the transmission lines in this location. TOTALS: - $ 4 000.00 NET CHANGE IN CON�RACT PRICE: $ 4,000.00 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: + $ 8,500,000.00 CONTINGENCY: Less: Expend.& Encumb. To Date: - $ 683,000.00 Amount Approved by Council: + $51,100.00 Less:This Change Order Amount: - $ 4,000.00 Less: Prior Amendment(s): - $51,100.00 BALANCE OF BUDGET Less:This Amendment: - REMAINING FOR PROJECT: $ 7,813,000.00 Balance Remaining af Contingency: - The amount of the Contract will be increased by the sum of: Four Thousand Dollars ($4,000.00). Continued on reverse ... Contract C27950 Amendment No. 3 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 $ 687,000.00 The undersigned Consultant approves the foregoing Professional Service Amendment#3 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 #3. 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 andlor 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: 4/8/10 FINANCE DIRECTOR CINDY FINERTY, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval CITY MANAGER Date Approved Continued on reverse ... 0 0 � c m d v v � � � � m m i � v 'U , C,1 � �, ai �, I �.I c �n .Q � .9 �: o °� v O � p. � � v u � � ro � 'm a, ' i � c u z °1 ' a � ee . � ' °' -o ��' � C� � :io w ia C `��: N > 0� '� � 3 � � Q d �._ �..'._.. { ,..� , , ..f� �..,. .....f �„� �., { � �.� i__— � '.,� �...N ; a ' E �� € _ � q .oj 4 �u.i i �^ �_ � ( �mi �c,f ' i� �'7' � o � `'� €ro'. y; ;to tp ; > � ': � - � (M �trL1�E y�,i. ;^' � -_ �� ,it1 O� ; �'` ; i � ;. ! d��' O 'i ; : � i �.tp�� p i !.v ri i �� ; 'H� ; E � 1 i e ! G � i` � � �� € a i 1 i ' i f 1 ; � ' � :�: � € € �( ` € ( � , � � � .�n, ....�u71vt�.a*r�v��+n�tn�w wa( tr+ �.n��t�tnitn �t�iEvi� �V�� rn�� (v��vs �+r��vt�w�tF+ (�n�� ta s � _ . . � ...., � .. ..�.. _�.w ....r.... -._� . --- � -- - t� ._. 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