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
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Paul S. (�' son, F' ce Director
Approval:
John M. Wohlmuth, City Manager
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Director of Public Works
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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
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,�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