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HomeMy WebLinkAboutC22310A - CA4 - Monterey Interchange Ramp Mdfctn (669-02)CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE AMENDMENT NO. 4 TO CONTRACT C22310A WITH RBF CONSULTING, INC., FOR ADDITIONAL DESIGN SERVICES FOR THE MONTEREY AVENUE INTERCHANGE RAMP MODIFICATION PROJECT ON INTERSTATE 10 (PROJECT 669- 02) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: RBF Consulting, Inc. 74-130 Country Club Drive, Suite 201 Palm Desert, CA 92260-1655 DATE: August 26, 2010 CONTENTS: Contract Amendment No. 4 Request for Additional Services CVWD Letter Vicinity Map Recommendation By Minute Motion, approve Amendment No. 4 to Contract C22310A with RBF Consulting, Inc., (RBF) in the amount of $147,960 for additional design services to complete plans, specifications, and estimate, bidding, award, and construction support services for the Monterey Avenue Interchange Ramp Modification Project on Interstate 10. Funds are available in Measure A, Monterey Ramp Modification, Account No. 213-4389-433-4001. Backqround On October 14, 2004, City Council approved Contract C22310A with RBF in the amount of $237,055 for engineering services to prepare the plans, specifications and estimate (PS&E) for the proposed westbound on- and off-ramp modifications at the Monterey Interchange on Interstate 10 (I-10). The ramp modifications consist of realigning the westbound I-10 off-ramp to Varner Road and inserting a loop on-ramp from northbound Staff Report Amendment 4 to C22310A with RBF Consulting-Monterey I-10 Interchange PS&E August 26, 2010 Page2of3 Monterey Avenue to westbound I-10. This will eliminate the congestion and queuing experienced by vehicles entering westbound I-10 from northbound Monterey Avenue. On July 13, 2006, City Council approved Amendment No. 1 to Contract C22310A in the amount of $157,710 for additional engineering services to complete the PS&E including the design of an unforeseen retaining wall, soundwall, and a future lane through the interchange. On March 8, 2008, City Council approved Amendment No. 2 to Contract C22310A in the amount of $67,948 for landscaping and aesthetic design services. Because of the impending modification of the ramps, the landscaping in the areas that would be affected by construction was deleted from the County of Riverside landscaping project completed in mid 2006. The landscaping design and installation will now be included with the ramp improvement project PS&E, or bid as a separate project. On February 26, 2009, City Council approved Amendment No. 3 in the amount of $409,285 for additional design services. Because of the delay in completion of the Project Approval and Environmental Documentation Phase, which delayed the initiation of the PS&E Phase, Caltrans requirements and standards have significantly changed in the last five years requiring a substantial addition to services to complete the PS&E than were originally scoped. In July of 2009, RBF prepared ramp metering plans for submittal to Caltrans based on a one-lane ramp metering that Caltrans agreed to originally. However, Caltrans Traffic Operations implemented a new protocol requirement in July 2009 requiring that the existing one-lane on-ramp be widened to provide two lanes at the ramp meter limit line. This led to the redesign of the ramp metering. At the same time, Caltrans released a significant update to the Highway Design Manual that particularly impacted the Pavement Engineering section. This required RBF to revise the previously approved Life Cycle Cost Analysis of the pavement sections, and required that RBF's geotechnical sub-consultant modify the material report to include new structural sections. To avoid a conflict with the public utility easement, several changes have been made with regard to the sound wall location. These changes required RBF to prepare extra location exhibits, property impact exhibits, utility cost estimates, right-of-way requirement maps, utility coordination, field meetings, and project meetings. In order to keep the project moving forward and hoping to be compensated later, RBF performed most of the aforementioned additional services at its own risk without obtaining prior approval from the City. In April of 2010, RBF submitted an additional services request for $185,000. Staff evaluated the request and negotiated with RBF to Staff Report Amendment 4 to C22310A with RBF Consulting-Monterey I-10 Interchange PS&E August 26, 2010 Page 3 of 3 reduce the cost by more than 20 percent to $147,960. Therefore, staff believes the final negotiated cost for Amendment No. 4 is equitable for the additional services rendered. Fiscal Analvsis The project is currently funded by Measure A funds in Account No. 213-4389-433-4001, RDA Project Area No. 2 funds in Account No. 851-4389-433-4001, a Congestion Mitigation and Air Quality (CMAQ) Grant, and a TE Grant for landscaping. The total amount of the amended contract, including Amendment No. 4, would be $1,019,958. Although the Amendment No. 4 carries a cost of $147,960, the final sound wall relocation design will result in construction cost estimate savings of more than $2.3 million by avoiding a possible relocation of the water and sewer lines (see attached CVWD letter). Prepared By: Bo Chen, .E., City Engineer � �G�. �� .s� Paul S. (�' son, F' ce Director Approval: John M. Wohlmuth, City Manager ,!Z M� , Director of Public Works �� T�� _ ,. ; • . �F�Y II"� p(D �►�V ��. � DFNTED ' : ; ` � . OTHER � � '� _ �� X� ���— � � . ��5 13e�. �So►'i ' No�S� ._NC�� R-P�scK►f: �!��� A c�r,�,� v�;.�,��.� BY• g�� i �K � �>� �,;.��.rl on File with City Clerk's Of'fice CITY OF PALM DESERT PROFESSIONAL SERVICE AMENDMENT Contract Purpose Monterey/I-10 Interchange-Additional Design Services ConsultanYs Name RBF Consulting Add�ess: 3300 Guasti Road, Suite 100 Ontario, CA 91761 contract # I P.o. # � C22310A � 11404 Amendment No. I 4 Contingency: � YES � O Account ►vo. � 213-4389-433- 1 Project No. � 669-02 Vendor No. I 11404 You are hereby requested to comply with the following changes to the contract: DESCRIPTION OF CHANGE 1. Additional design services including: Revised soundwall location plans, westbound on-ramp and pavement design, right-of-way maps, and cost estimates; extra utility coordination, field meetings, and project meetings. JUSTIFICATION: TOTALS: NET CHANGE IN CONTRACT PRICE: DECREASE In Contract Price INCREASE In Contract Price $147 , 960.00 $147,960.00 $147,960.00 Caltrans' implementation of some new requirements since July of 2009 results the redesign of the ramp metering, revision of Life Cycle Cost Analysis, and pavement section. Also, there have been several changes regarding the sound wall location which led to additional work needed by the consultant. TOTAL BUDGET FOR PROJECT: Less: Expend. & Encumb. To Date Less: This Change Order Amount: BALANCE OF BUDGET REMAINING FOR PROJECT: + $12,000,000.00 CONTINGENCY: - $4,600,000.00 AmountApproved by Council: - $147, 960.00 Less: Prior Change Order(s): $7,252, 040.00 Less: This Change Order: Balance Remaining ofContingency. + $ - The amount of the Contract will be increased by the Sum of: One Hundred Forty-Seven Thousand, Nine Hundred and Sixty Dollars ($147,960.00). Continued on reverse Contract C22310A 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 not-to- exceed price agreed upon between the Consultant and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension: None Days. Revised Contract Total $1.019,958.00. 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 extension 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 Professiona! Service Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Professianal 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. REQUESTED BY: DEPARTMENT HEAD 3. CERTIFIED FUNDS AVAILABLE: 2. ACCEPTED BY: CONSULTANT Date Accepted 4. APPROVED BY: FINANCE DIRECTOR NOTE: No payments will be made prior to City Manager and Council approval CINDY FINERTY, MAYOR CITY MANAGER Date Approved Date Approved Continued on reverse ■ s ■ GONSULTING July 28, 2010 Mr. Bo Chen, P.E. City Engineer JN 10-104249.001 City of Paim Desert 73-510 Fred Waring Drive Paim Desert, CA 92260-2570 Re: Monterey Avenue interchange at Interstate 10 — Additional Work Request for PS&E Phase Dear Mr. Chen: Thank you for meeting with Ron Craig, Brad Mielke, and Mark Greenwood on June 7, 2010 to discuss the general status of the project and specifically address the points made in your letter, dated May 11, 2010. As a result of the meeting we are providing the backup of the additional work required to complete the project along with a"roadmap to successful completion". We understand the importance of this project to the City. RBF stands by our commitment to ensure its timely completion and it is our highest priority. The project is not without challenges and unforeseen conditions that have extended the original scope of work and schedule such as complying with the changing requirements by several agencies involved. That said, RBF has the staff and management required to complete the project in a timely manner. In order to accomplish this, we will use all of our resources and excellent relationships with the agencies at the highest levels. With the departure of John Garcia, we will stay in constant contact with you regarding the status of issues that need attention, as well as the schedule. We are presenting to you a background of changes in scope of work since our last addendum of February 2009 in support of an additional work request. We are also providing a schedule to complete the work. Several new tasks have been added to the work plan since the Imperial unit 65% PS&E was prepared in July, 2009 related to the proposed soundwall, additional direct westbound on ramp widening, and revisions based on an update to the Highway Design Manual in July, 2009. Regarding our proposed schedule, the following milestone submittals are presented below: 1) Submitted 95% PS&E — February 25, 2010 2) Submitted 100% PS&E — July 6, 2010 PLANNING ■ DESIGN 1/ CONSTRUCTION East GuasG Road, Suite 100 ❑ Ontario, CA 91767 O 909.974.4900 ❑ FAX 909.974.4004 Offices Iceated throughout Califomia, Arimna & Nevada ❑ www.RBF.com 3) Receive Caltrans Comments — August 10, 2010 4) Complete PS&E — August 24, 2010 5) Receive Caltrans Final PS&E Review — September 6, 2010 5) Obtain PS&E Approval — October 10, 2010 6) Right-of-way certification — December 15, 2010 (Caltrans concurred at 6/10/10 PDT) 7) Advertise Contract for Construction — December 30, 2010 8) Open Bids — March 1, 2011 9) Award Construction Contract — March 17, 2011 10) Complete Construction — March 2012 The following additional tasks are related to our PS&E Phase work plan: Soundwall Design and Coordination RBF has been working closely with the City of Palm Desert in an effort to locate the proposed soundwall. In the Project approval Phase of the project, the environmental document and Project Report were approved with the soundwall located within County of Riverside and the Sparky's self storage parcels. Total length was 500 feet. During the environmental phase, contact with potentially affected property owners is not allowed. The Project team, including Caltrans and the City agreed on this location. The anticipated cost of this wall was $300,000, with 10 benefited residents. Based on risk assessments, and an effort to accelerate schedule, the city decided to overlap PS&E tasks with final approval of the NEPA environmental document. Our metric 35%, metric 65%, and imperial 65% PS&E packages were all submitted prior to final NEPA clearance in August 2009. At that point letters and contact with the self storage owner was initiated. On December 2, 2009, a formal response denying the soundwall to be constructed on Sparky's self storage was received. In an effort to provide benefit to the same 10 residents, a Caltrans required reasonable / feasible analysis was performed for the soundwall to be placed entirely within the Tri- Palms Estates mobile home park. Within the mobile home park parcels, lies an underlying utility easement with water, sewer, gas, and electrical facilities. As anticipated by the team, the analysis concluded that the wall costs within the utility easement exceeded the maximum cost per benefited resident, but as part of the environmental reevaluation, the analysis was required to be performed and documented. Caltrans, RBF and our noise subconsultant at the same time, perFormed new noise models of a soundwall located within the County of Riverside parcel, with a length of 250 feet, benefiting 5 residents. Caltrans accepted the noise model and a reasonable / feasible analysis of this location as the only option for the soundwall. The cost of the soundwall is currently at $150,000. RBF has incurred additional costs in preparing several soundwall location exhibits, property impact exhibits, cost estimates, right-of-way requirement maps, utility coordination, utility cost estimates, field meetings, and project meetings. Westbound Direct On-Ramp RBF prepared ramp metering plans for this on-ramp with the Imperial 65% submittal in July 2009. The design was based on a one lane ramp metering (HDM figure 504.3A). � CONBIJLTING PLANNING � DESIGN � CONSTRUCTtON This design did not require restriping or widening of the existing ramp. Caltrans agreed with this design. Caltrans Traffic Operations new protocol requirements in July 2009 dictate that all ramp metering shall now include a HOV bypass lane regardless if the freeway has HOV lanes. This requires the existing one lane on ramp be widened to provide 2 lanes at the ramp meter limit line. This revision affects several of the previously completed plan sheets; including layout, striping, signing, lighting, construction details, and typical section sheets. Caltrans HighwayDesign Manual, July 2009 Edition RBF submitted our imperial unit 65% PS&E package to Caltrans in July 2009. In July, 2009, Caltrans released a significant update to The Highway Design Manual. The most significant revisions pertained to Chapter 600, Pavement Engineering. This update has resulted in revisions to the pavement sections of the I-10 mainline, auxiliary lanes, and ramps. These updates have also required our geotechnical subconsultant to modify the materials report to include new structural sections. RBF has been required to revise and resubmit a previously approved Life Cycle Cost Analysis of pavement sections. Stromwater Construction Permit As of July 1, 2010, Caltrans will be mandated to conform to a new Regional Water Quality Control Board storm water pollution construction permit. At this time, RBF has been informed by Caltrans stormwater group that this project will be grandfathered under the old permit, and the new requirements will not apply. RBF does not anticipate additional work effort relative to the new construction strormwater permit. Task 5.0 Right-of-Way Requirement and Appraisal Maps RBF prepared and obtained approval of project Right-of-Way Requirement Maps in August 2009. These maps were prepared based on the soundwall location as approved in the Project Report and environmental document. In August 2009, RBF prepared right of way appraisal maps based on the approved requirement maps. In tate 2009, the Project Development Team agreed to relocate the soundwall and shorten the length to remove the wall from the self storage facility property. RBF has also expended considerable effort revising the right of way requirement maps and appraisal maps based on soundwall location scenarios. In an effort to minimize schedule delays, RBF has resubmitted the right of way maps in August 2009, February 2010, and June 2010 to Caltrans for approval. � cor+autnr+o PLANNING �I DESIGN � CONSTRUCTIDN Task 6.2 Final PS&E RBF has prepared additional plan sheets for the widening of the existing westbound on- ramp. Based on comments from the 65% submittal in July 2009, Caltrans has requested that the on-ramp be widened to provide HOV by pass ramp meter design. The existing ramp is one lane. RBF has prepared one additional layout sheet, one additional striping sheet, one additional ramp meter sheet, and two additional stage construction sheets. In addition, Caltrans presented new comments after the 65% submittal related to pavement design. The updated July 2009 design manual references that all pavements be analyzed for 40 year life period. Our geotechnical subconsultant has revised the material report several times addressing these comments, and RBF has expended unexpected effort revising typical sections, plan sheets, cost estimates as well as the previously approved life cycle cost analysis for pavement design. Task 6.3 Plan Approvals Relative to these additional work items, RBF will address Caltrans comments on the 95% and 100% submittal paekages, and incorporate revisions into the final plan approval package. This work effort will involve preparing a comment / response matrix, updating the final plans, incorporating revisions, incorporating final utility dispositions, and finalizing quantity sheets. Task 7 Cost Estimates RBF has expended additional cost estimate effort as it relates to the soundwall location scenarios. RBF has prepared several value engineering cost estimates comparing the various potential locations on private property, County of Riverside property, and self storage property. As pat of a soundwall evaluation, a reasonable / feasible analysis is performed. Caltrans has specific criteria for maximum cost per benefited resident. This process is performed in the environmental evaluation phase of the project; however it was required in the PS&E phase as well. Task 8 Special Provisions RBF has expended additional effort on the contract special provisions related to structural items for the tie back wall as noted below and traffic items related to the westbound on-ramp widening. RBF has also updated all the special provisions per the July 2009 revisions. Task 11 Utility Coordination RBF has been performing additional utility tasks associated with the soundwall options and alternatives. The work effort related to the potential soundwall scenarios has included additional field reviews, additional cost relocation analysis, and exhibits. I �' coweu�nraa PLANNING � DESIGN � CON8TRUCTION Task 14 Structure PS8�E RBF structural designers have expended additional effort completing the tie-back retaining wall. Caltrans has requested additional analysis of the tie-backs relating to the existing bridge abutment. RBF completed the wall design in July 2009. Based on new criteria, Caltrans has requested additional analysis which modified the tie back anchor design. Caltrans has since approved this new design, however additional cost estimate and specification time was required to incorporate the changes. Reimbursables The current contract amount for reimbursables is $30,500. To date, RBF has expended $30,000 on copies, reproduction, and other direct costs. It is anticipated that two remaining submittals will require 40 copies of plans, specifications and cost estimates to Caltrans. We are requesting an additional $10,000 for reimbursable expenses. Fee Summary In summary, RBF Consulting is requesting a net increase to our contract in the amount of $137,960 for labor and $10,000 for reimbursable expenses, for a total of $147,960 This adjustment is necessary for completion of work tasks associated with the Final PS&E process as outlined above. We appreciate the efforts by City staff to assist and coordination with our project team on this improvement project. Should you have any questions please contact me at (909) 974-4935. We look forward to continuing our efforts on this project and its successful completion. Sincerely, ,%%� / /,. �r/ � � Jeffrey Fromhertz, P.E. Vice President Transportation / Public Works Attachments cc: Mark Greenwood, Director of Public Works Brad Mielke Steve Huff Ron Craig H:\PDATA\1 01 04 2 491Admin\contractlammendmenis\PSE Amendment 004 2010 O7 28.doc ■ . . . cor�ou�ru10 PLANNING #f DESIGN 1� CONSTRUCTION H � ' W' N , W i O i � I Q ' a LL O'' � ' U ' 0 O N M N � m � � Z � � o W = � � W — p H � Q � U = � M Z W Ef! � Z fI3 — — W C9 vr � Z 3 W O _ U W o LL W � Ii Z � Z � W � O _ O R' W � � W t� Z uWi z � W o _ ~ w °' W U' � O z — � Q N a � o 2 � O Z c m E 'a c d 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O C�O M�� O�� O O O�f J � N � h 6) N� O� � O � a � � H � 0 � ~ � O� O O��� N��� O� O O O � 2 � � � Y � �, a , ~ O L7 ` ; Z R Fa J � �, � a N W �Z a � U I o OO o o O o 0 0 0 o OO o O o 0 0 N N r N� N M �t d' N � 00 � (O � � N � a�0 d' CD � O OO O O O O O O O� O O N O O O � I� I� 00 d^ N � M 00 � N N O tt> M 00 � � � �N �N a�O � N t�9 M � O Q O O O O O O O O Q O O O O O O O O O O O O tt) u i CD CO 00 M � � M M� O O O � � N N � � N N M 0 00 0 0� o� o� o0 oro o� o 0 oro o 0 0 �' N Cfl CO N N N 00 Cfl Cp � M � r M I� O 0 � M M � 0 N M O tD � O � 4H cn � M O O O � � O N � 0 N to N � � 00 d' cl' N 00 OO N � O t�0 � 0 0� o 0 oro ��� o� �� o� o 0 0 � M f� M M� f� (� tn t� M N � � � � V N N 0� �7 � a6 � O � n � '� N � a .� � � a o s� c �,`o a � .� � a> w Q � a�i p m cNa m N c otS (�6 UJ � -p � y0 � p � � � � N �c �� a•- a o m � Q N a'� � � Q W � T U � C 7 � > � N N _ ..L-� � ii (� � a 4. U � � (� (/) ,n � � ti ,� � v � � � � � N � c m n x w a� � cc � � � E .� � � W N w o � U J ... Q �. O � H �' ,�VA-rER Established in 1918 as a public agency ��G��V�Q^J Coachella Valiey Water District MAY 17 2Q10 O�STR��� Directors: �i ,�. �+�'� Patricia A. Larson, President Steven B. Robbins, General Manager-Chief Engineer Peter Nelson, Vice President Julio Fernandez, Board Secretary Tellis Codekas Franz W. De Klotz May 13, 2�1 � Redwine ond Sherrill, Attorneys Russel► Kitahara File: 0074.313 Bo Chen, P.E. City Engineer City of Palin Desetrt 735I0 Fred Waring Drive Palm Desert, CA 92236 Dear Mr. Chen: Subject: Revised Sound Wall at I-10 and Monterev Ave 'T'his lettcr is in response to the meeting held on March 12, 2010, on-site at I-10 and Montei7�ey Avenue whcrc thc proposed sound wall would be installed at Tri-Palms Estates. The Coachella Valley Water Disirict (District) met with 3ohn Garcia, City of Palm Desert (City), and their consultant, RBF, with regards to the revised souncl wall exhibit (see enclosure). A conceptual layoui shuws the revised 229-foot sound wall located on the southerly edge of the 14-foot wide puhlic utility easement which is the southerly ��r�perty line of Tri Palm Estaies. The �ubtic utility �.asement contains a fi-inch domestic water line arid a G inch sewei• line that belong io the Disti•ict. In adclitiun, there is an Imperial Irrigatian District (IID) overhead pawer line and a Gas Company gas ]ine in l{115 CI1SCIt1l`lli. `I'he Uistrict ccrosidei-s thc consti-uction of tlie proposed sound wall along the southerly edge of the public utility easemeni impraclical. The sewer line lays 3-foot fi•om the southerly public utility easement line, and at tl�e current depth of the sewer, the sound wall would impede the District's ability to repair the sewer line (see enclosed exhibit). As discussed in our previous letter dated Decemberl5, 2009, (see enclosure) the District, would accept rel�cation of the water and sewer lines to Westchester Drive within Tri-Palms Estates. Our preliminary estimates fo3� relocating these uiilities are $1,653,000 for the sewer line and $692,000 for the dornestic water pipeline. This does not include any easement acquisition costs. The Dish•ict would require tlle costs to relocate and abandon the water and sewer lines to be borne by others. If you have any questions, please call Tyler Hull, Utility Coordinator, extension 2571. o •s y t ly, Mark L. Johnson Director of Engineering Enclosures/2/as cc: Jeff Froinhertz (with enclosui•es) RF3F Consulting 3300 East Gausti Road, Suite 100 Ontario, California 91761 TN:ch/eng/utility,/20101inay/Sound wall I-l0 & VARNER RDEXIST WB ON-RAMPMONTEREY AVENUEEXIST EB ON-RAMPUPRRWB OFF-RAMPWB LOOP ON-RAMPVARNER RDEXIST WB ON-RAMPEXIST EB OFF-RAMPEXIST EB ON-RAMPUPRRMONTEREY AVEAND I-10 INTERCHANGEPROPOSED WB LOOP ON-RAMPPROPOSED WB HOOK OFF-RAMPPORTION OF EXISTINGWB OFF-RAMPTO BE REMOVED