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HomeMy WebLinkAboutC30850 Fed Funded Projects - NAI Consultng Inc.CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AWARD CONTRACT NO. C30850 IN AN AMOUNT NOT TO EXCEED $73,410 TO NAI CONSULTING, INC., FOR CONSULTANT SERVICES RELATED TO FOUR FEDERALLY FUNDED PROJECTS SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: NAI Consulting, Inc. 68-995 Adelina Road Cathedral City, CA 92234 DATE: April 28, 2011 CONTENTS: Agreement Consultant's Proposals Recommendation By Minute Motion: 1. Award Contract No. C30850 in an amount not to exceed $73,410 to NAI Consulting, Inc., for consultant project management services for four federally funded projects (Project Nos. 658-08, 697-05, 553-99, and 566-05); and 2. Authorize the Mayor to execute the subject agreement. No general funds are being used for this expenditure. Funding is available in the following project accounts: • 213-4384-433-4001 — Fred Waring at Hwy 111 Free Right Turn (Project No. 658-08). • 213-4362-433-4001 — Highway 111 Improvements (Project No. 697-05). • 440-4594-422-4001 — Traffic Signal System Interconnect (Project No. 553-99). • 234-4276-422-4001 — San Pascual at Fred Waring Traffic Signal (Project No. 566-05). Background The City has applied for and received grants to help finance several capital improvements projects. Four of the projects have cleared the environmental process and are ready to go through the approval process at Caltrans. The grants are funded by federal programs and, therefore, must go through stringent processes prior to construction. Caltrans administers the process on behalf of the federal government. The process to get approval is complex and the requirements are constantly being Staff Report Award Contract for Professional Services to NAI, Inc. April 28, 2011 Page 2of2 updated and changed. Without constantly working with federally funded projects, the process is become extremely difficult to work through. NAI Consulting, Inc., is a local firm that specializes in navigating projects from the Caltrans process through to the authorization to proceed with construction. They have a record of successfully working with Caltrans to bring projects to construction. NAI, Inc., is on the City's Approved Master Vendor List. They have submitted proposals to take these projects from their current state, fill out all required forms, and submit them to Caltrans to satisfy the federal requirements. The proposal is to be paid out on a time and materials basis, not -to -exceed $73,410. Below is a breakdown of the estimated professional service fee by project. Project Amount Fred Waring at Hwy 111 Free Right Turn (Project No. 658-08) $20,020 Highway 111 Improvements (Project No. 697-05) $20,020 Traffic Signal System Interconnect (Project No. 553-99) $20,020 San Pascual at Fred Waring Traffic Signal (Project No. 566-05) $13,350 Total Not -to -Exceed Amount $73,410 Fiscal Analysis This is a professional service with no fiscal impact beyond the contract amount. Prepared By: L& Ry Gayl reject Administrator aul G on, Director of Finance Wohlmuth, City Manager Depa Mark Greerood, P.E. Director of Plublic Works CITY COUNCIL 9nON APPROVED MNIFY) ----- -UF.IF.IVFn_ OTHER — AYES: NOES:._..... - ABSENT: ABSTAIN: VERIFIED BY: Original on File with City Is office G:IPub WorkslStaff Reportsk20111Aprii 28\06 Award Contract to NAI for Consultant ServiceslSR Award Contract to NAI Consulting Inc. doc CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT CONTRACT NO. C30850 AGREEMENT THIS AGREEMENT is made and entered into in the City of Palm Desert on this 28th day of April , 2011, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY," and NAI Consulting, Inc. , hereinafter referred to as "CONSULTANT." WITNESSETH: WHEREAS, CITY requested that CONSULTANT submit a proposal for Project Management Services and WHEREAS, pursuant to said request, CONSULTANT submitted a proposal, which was accepted by CITY for said services, NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: (1) TERM The term of this Agreement shall be from _April 28, 2011 , through December 31, 2011 , or to such later date as may be agreed in writing between parties. (2) CITY'S OBLIGATIONS For furnishing services, as specified in this Agreement, CITY will pay and CONSULTANT shall receive in full compensation therefor the total sum not to exceed of Seventy -Three Thousand Four Hundred Ten dollars ($73,410.00) payable in arrears at the hourly rate as established in the proposal attached hereto as Exhibit A. (3) CONSULTANT'S OBLIGATION For, and in consideration of, the payments and agreements hereinbefore mentioned to be made and performed by CITY, CONSULTANT agrees with CITY to furnish the services and to do everything required by this Agreement and the Contract Documents, Specifications and Conditions. (4) HOLD HARMLESS AND INDEMNIFICATION CONSULTANT agrees to defend, indemnify, and hold harmless the CITY, its officials, officers, employees, representatives, and agents from and against all claims, lawsuits, liabilities or damages of whatsoever nature arising out of its connection with, or relating in any manner to, any act or omission of CONSULTANT, its agents, employees, subconsultants and employees thereof in connection with, the performance or non-performance of this Agreement. CONSULTANT shall thoroughly investigate any and all claims and indemnify CITY and do whatever is necessary to protect the CITY, its officials, officers, employees, agents, and representatives as to any such claims, lawsuits, liabilities or damages. G:\PubWorks\Staff Reports\2011\April 28\06 Award Contract to NAI for Consultant Services\Consultant Contract - NAI Consulting.docx 72500.00001\5841814.1 1 (5) INSURANCE CONSULTANT shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to CITY, during the entire term of this Agreement including any extension thereof, the following policies of insurance: (a) Commercial General Liability Insurance. A policy of commercial general liability insurance written on an occurrence basis with a combined single limit of at least $1,000,000 per occurrence, and $2,000,000 general aggregate, for bodily injury and property damage including coverages for contractual liability, personal injury, independent CONSULTANTs, broadform property damage, products and completed operations. The General Liability Policy shall add the CITY as an additional insured in accordance with the language below. (b) Worker's Compensation Insurance. A policy of worker's compensation insurance in such amount as will fully comply with the laws of the State of California and which will include $1,000,000 employer's liability. (c) Business Automobile Insurance. A policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of $1,000,000 bodily injury and property damage. Said policy shall include coverage for owned, non -owned, leased and hired cars. The General Liability Policy shall be primary and non-contributing insurance or endorsed to be primary and non-contributing insurance. The Commercial General Liability insurance policy shall add "the CITY, its officers, employees and agents" as additional insured. If the contract is with a City Agency the Commercial General Liability insurance policy shall add "the City, the Agency, its officers, employees and agents" as additional insured. The insurer shall waive all rights of subrogation and contribution it may have against CITY, its officers, employees and agents, and their respective insurers. In the event any of said policies of insurance are canceled, CONSULTANT shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Section to CITY. No work or services under this Agreement shall commence until CONSULTANT has provided CITY with (1) Certificates of Insurance and (2) Additional Insured Endorsements that are approved by CITY. In the event CONSULTANT subcontracts any portion of the work, the contract between CONSULTANT and such subconsultant shall require the subconsultant to maintain the same policies of insurance that CONSULTANT is required to maintain pursuant to this Section. (6) AMENDMENTS Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by CONSULTANT and approved by the City Manager of the CITY. G:\PubWorks\Staff Reports\2011 Wpril 28\06 Award Contract to NAI for Consultant Services\Consultant Contract - NAI Consulting.docx 72500.00001\5841814.1 2 (7). INCORPORATED BY REFERENCE The Request For Proposals; Contract Specifications; CONSULTANT's Bid/Proposal Submission Form(s), Addenda; Change Orders; additional or supplemental specifications, drawing, maps or diagrams; and City -issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. (8) COMPLETE AGREEMENT This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. (9) ANTI -DISCRIMINATION In the performance of the terms of this Agreement, CONSULTANT agrees that it will not engage in, nor permit such subCONSULTANTs as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. (10) AUDIT CITY shall have the option of inspecting and/or auditing all records and other written material used by CONSULTANT in preparing its statements to CITY as a condition precedent to any payment to CONSULTANT which records shall be maintained and available for a period of at least three years. (11) NOTICE All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, addressed as follows: If to CITY: Office of the City Clerk CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260 If to CONSULTANT: Lloyd "Nick" Nickerson, Jr. NAI Consulting, Inc. 68-995 Adelina Road Cathedral City, CA 92234 (12) LITIGATION COSTS In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. (13) AUTHORITY TO EXECUTE AGREEMENT Both CITY and CONSULTANT do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. G:\PubWorks\Staff Reports\2011\April 28\06 Award Contract to NAI for Consultant Services\Consultant Contract - NAI Consulting.docx 72500.00001\5841814.1 3 (14) Either party may terminate this Contract with thirty (30) days written notice for any reason. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. CITY OF PALM DESERT A Municipal Corporation John M. Wohlmuth, City Manager (Notary Acknowledge Required) ATTEST: Rachelle D. Klassen, City Clerk APPROVED AS TO FORM: David J. Erwin, City Attorney NAI CONSULTING, INC. A California Corporation Lloyd "Nick" Nickerson Jr. (Notary Acknowledge Required) APPROVED AS TO CONTENT: Mark Greenwood, P.E. Director of Public Works G:\PubWorks\Staff Reports\2011\April 28\06 Award Contract to NAI for Consultant Services\Consultant Contract - NAI Consulting.docx 72500.00001\5841814.1 4 CONTRACTOR NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature CITY NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } (Seal) On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature (Seal) G:\PubWorks\Staff Reports\2011\April 28\06 Award Contract to NAI for Consultant Services\Consultant Contract - NAI Consulting.docx 72500.00001\5841814.1 5 Exhibit A CONSULTANT'S PROPOSAL (See attached) G:\PubWorks\Staff Reports\2011\April 28\06 Award Contract to NAI for Consultant Services\Consultant Contract - NAI Consulting.docx 72500.00001\5841814.1 o NAI consulting April 4, 2011 Mr. Mark Greenwood, P.E. Director of Public Works City of Palm Desert 73-510 Fred Waring Way Palm Desert, CA 92260 SCANNED 68-955 Adelina Road Cathedral City, CA 92234 [7601 323-5344 • Fax [7601 323-5699 Reference: Free Right Turn Lane — Westbound Fred Waring Drive to Northbound Highway 111 Subject: Proposal to Provide On -Call Consultant Support Services for the City of Palm Desert's Federally Funded Congestion Management Air Quality (CMAQ) Projects Dear Mr. Greenwood: NAI Consulting, Inc. (NAI) is pleased to submit this Time and Materials (T&M) proposal to provide On -Call Consultant Support Services necessary to assist the City of Palm Desert with the state/federal compliance requirements and project management activities associated with the proposed Free Right Turn Lane Improvements at the intersection of Fred Waring Drive and Highway 1 1 1. NAI has reviewed the project files, met with City Staff, and briefly discussed the project with the Local Assistance Engineer to obtain an understanding of the current project status. Based on our understanding, NAI is ready to assist the City with project management and state/federal compliance to successfully deliver the project. Free Riaht Turn Lane -Westbound Fred Warinq Drive to Northbound Highway 111 The purpose of this project is to design and construct a free right turn lane at the intersection from westbound Fred Waring Drive to northbound Highway 111. The existing configuration has two dedicated right turn pockets from westbound Fred Waring Drive and an acceleration lane on Highway 111 north of the intersection. Some right-of-way acquisition will be required to accommodate the free right turn lane. The two right turn pockets will be replaced with the proposed free right turn lane. The realignment of the intersection will necessitate traffic signal modifications at the subject corner. Federal funding (CMAQ funds) in the amount of $686,000 is assigned to the Engineering, Right of Way, and Construction phases of the project. The City has obtained authorization to use State Toll Credits in lieu of providing a local match. It is important to note that Toll Credits do not provide additional funding toward the project, rather, allow the project to be obligated without the traditional 11.47% local match so long as the costs are equal to or less than the federal funds authorized. Any costs in excess of the authorized federal funds will be the responsibility of the City. City Staff submitted a Request for Authorization to Proceed (RFA) with Right -of - Way. We understand that at the request of the City Engineer this RFA was pulled and now has to be re-evaluated and re -submitted to Caltrans. SCOPE OF SERVICES: NAI will assist the City of Palm Desert with the preparation and submittal of the documents necessary to acquire and maintain funding approval for the project. The "typical" documents necessary to acquire and maintain federal funding are outlined below: Right -of -Way Acquisition Phase Evaluate, update and re -submit Request for Authorization to Proceed with Right -of - Way and supporting documents. Assist and coordinate the preparation and submittal of the Right -of -Way Certification. Request for Authorization Construction Package: Evaluate, update and resubmit Request for Authorization to Proceed with Construction and supporting documents. Assist and coordinate the preparation and re -submittal including but not limited to the following: 1. Request for Authorization - Construction a. Request for Authorization Cover Letter b. Project Prefix Checklist c. Data Sheets 1, 2 & 3 d. Local Programs Agreement Checklist (Local Agency/State) e. Local Programs Agreement Checklist (State/FHWA) 2. Updated Finance letter 3. Local Agency Contract Administration Checklist 4. PS&E Certification Letter P 5. Inclusion of Federal Specifications within the Project Bid Document (NAI will review the Project Specifications to ensure all applicable Federal Provisions are included within the bid documents prepared by the Design Engineer. 6. PS&E Certification Checklist 7. Detailed Estimate/Detailed Estimate Summary (based on Engineer's Estimate) Contract Advertisement & Award Package: 1 . Advertisement Notification Checklist 2. Contract Award Package a. Low Bidders Documentation b. Bid Comparison Summary (Including Engineer's Estimate) c. Local Agency Contract Award Checklist d. Bid Opening Checklist 3. DBE Report 4. Detail Estimate (Based on Low Bid) 5. Detail Estimate Summary 6. Finance Letter (Revised to Low Bid) 7. Resident Engineers Checklist 8. Federal Invoices as Required and/or Appropriate Final Expenditure Report Package: 1 . Cover Letter (2 pages) 2. Report of Expenditures Checklist a. Final Inspection Report b. Final Invoice c. Final Detail Estimate and Detail Estimate Summary d. Finance Letter (Revised to Reflect Actual Costs) e. Contract Change Order Summary f. Liquidated Damages and/or Contractor Claims g. Date of Completion h. Date of Acceptance i. Final DBE Report j. Materials Certification k. Buy America Letter 3 II. PROJECT MANAGER: Mr. Nick Nickerson will serve as Project Manager for this work effort. Mr. Nickerson has over 26 years of experience as a Project Manager. He has served as the Project Manager for a variety of local (City) projects. Mr. Nickerson will be assisted by Mr. Joel Montalvo. Mr. Montalvo will serve as the point person and will be responsible for ensuring the City of Palm Desert is provided the highest quality of professional services. Mr. Montalvo has over 11 years of experience as a Project Engineer and a Project Manager. III. SCHEDULE OF "TIME AND MATERIALS" FEES: NAI proposes to provide the above services on an as needed "time and materials" basis. The following time and materials costs are provided for budgetary purposes and will be adjusted to actual as the "on -call" services are requested by the City: Task Description Hrs PM (@ $145/1-10 Hrs Project Assistant (@$65/Hr) TOTAL 1 Project Management, Meeting Attendance, and Coordination 60 $8,700.00 $8,700.00 2 RFA Construction/PS&E Cert 30 $4,350.00 5 $325.00 $4,675.00 3 Award Package/Invoicing 20 $2,900.00 5 $325.00 $3,225.00 4 Final Expenditure Report 20 $2,900.00 8 $520.00 $3,420.00 ESTIMATED T&M COSTS: 130 $18,850.00 18 $1,170.00 $20,020.00 In addition, it is recommended a budget be established in the amount of $500.00 for indirect costs such as blueprinting, reproduction, messenger service and postage. Indirect costs are charged at cost plus 1 5%. NAI Consulting maintains $1 Million Dollars of Professional Liability Insurance, $2 Million Dollars of General Liability Insurance, and $1 Million Dollars of Automobile Insurance coverage's. NAI Consulting can not waive its right to subrogation. Certificates of Insurance naming the City of Palm Desert as a certificate holder will be provided upon notification to proceed. 4 Thank you for allowing NAI the opportunity to express our interest to provide On - Call Consultant Support Services to the City of Palm Desert. Please don't hesitate to contact me at (760) 323-5344 if you have questions or require additional information. Sincerely, �.l n LLOYD "NICK" NICKERSON, JR. President 5 NAI WV Consulting 68-955 Adelina Road Cathedral City, CA 92234 [7601 323-5344 • Fax [7601 323-5699 April 4, 2011 Mr. Mark Greenwood, P.E. Director of Public Works City of Palm Desert 73-510 Fred Waring Way Palm Desert, CA 92260 Reference: Highway 111 Improvements Subject: Proposal to Provide On -Call Consultant Support Services for the City of Palm Desert's Federally Funded Congestion Management Air Quality (CMAQ) Projects Dear Mr. Greenwood: NAI Consulting, Inc. (NAI) is pleased to submit this Time and Materials (T&M) proposal to provide On -Call Consultant Support Services necessary to assist the City of Palm Desert with the state/federal compliance requirements and project management activities associated with the proposed improvements to Highway 111. NAI has reviewed the project files, met with City Staff, and briefly discussed the project with the Local Assistance Engineer to obtain an understanding of the current project status. Based on our understanding, NAI is ready to assist the City with project management and state/federal compliance to successfully deliver the project. This project will provide for the construction of various street improvements on Highway 111 between the northern City Limits and Larkspur Lane. These improvements will require various street, signing and striping, traffic signal, and sidewalk plans for construction. The improvements on Highway 111 include: 1 . At the intersection of northbound Highway 111 and Plaza Way, the left turn pocket will be extended to prevent vehicles from queuing into the number one lane and reducing the left turn phase cycle time. The cross gutter at the south end of the intersection will be reconstructed to eliminate an abrupt dip. This will allow more vehicles to pass through the intersection per each cycle. The left turn phase will take less time. V 4 2. On southbound Highway 111 at the far side of San Pablo Avenue, a bus turnout is proposed to prevent buses from blocking number three lane traffic. 3. On southbound Highway 111 at four separate locations, approximately 12,000 square feet of sidewalks and 14 ADA compliant curb ramps will be installed to make the sidewalk on Highway 111 contiguous through the City of Palm Desert. Federal funding (CMAQ funds) in the amount of $620,000 is assigned to the Construction phase of the project. The City has obtained authorization to use State Toll Credits in lieu of providing a local match. It is important to note that Toll Credits do not provide additional funding toward the project, rather, allow the project to be obligated without the traditional 11.47% local match so long as the costs are equal to or less than the federal funds authorized. Any costs in excess of the authorized federal funds will be the responsibility of the City. I. SCOPE OF SERVICES: NAI will assist the City of Palm Desert with the preparation and submittal of the documents necessary to acquire and maintain funding approval for the project. The "typical" documents necessary to acquire and maintain federal funding are outlined below: Request for Authorization Construction Package: Evaluate, update and resubmit Request for Authorization to Proceed with Construction and supporting documents. Assist and coordinate the preparation and re -submittal including but not limited to the following: 1 . Request for Authorization - Construction a. Request for Authorization Cover Letter b. Project Prefix Checklist c. Data Sheets 1, 2 & 3 d. Local Programs Agreement Checklist (Local Agency/State) e. Local Programs Agreement Checklist (State/FHWA) 2. Updated Finance letter 3. Local Agency Contract Administration Checklist 4. PS&E Certification Letter 5. Inclusion of Federal Specifications within the Project Bid Document (NAI will review the Project Specifications to ensure all applicable Federal Provisions are included within the bid documents prepared by the Design Engineer. 6. PS&E Certification Checklist 7. Detailed Estimate/Detailed Estimate Summary (based on Engineer's Estimate) 2 Contract Advertisement & Award Package: 1. Advertisement Notification Checklist 2. Contract Award Package a. Low Bidders Documentation b. Bid Comparison Summary (Including Engineer's Estimate) c. Local Agency Contract Award Checklist d. Bid Opening Checklist 3. DBE Report 4. Detail Estimate (Based on Low Bid) 5. Detail Estimate Summary 6. Finance Letter (Revised to Low Bid) 7. Resident Engineers Checklist 8. Federal Invoices as Required and/or Appropriate Final Expenditure Report Package: 1. Cover Letter (2 pages) 2. Report of Expenditures Checklist a. Final Inspection Report b. Final Invoice c. Final Detail Estimate and Detail Estimate Summary d. Finance Letter (Revised to Reflect Actual Costs) e. Contract Change Order Summary f. Liquidated Damages and/or Contractor Claims g. Date of Completion h. Date of Acceptance i. Final DBE Report j. Materials Certification k. Buy America Letter II. PROJECT MANAGER: Mr. Nick Nickerson will serve as Project Manager for this work effort. Mr. Nickerson has over 26 years of experience as a Project Manager. He has served as the Project Manager for a variety of local (City) projects. Mr. Nickerson will be assisted by Mr. Joel Montalvo. Mr. Montalvo will serve as the point person and will be responsible for ensuring the City of Palm Desert is provided the highest quality of professional services. Mr. Montalvo has over 11 years of experience as a Project Engineer and a Project Manager. 3 III. SCHEDULE OF "TIME AND MATERIALS" FEES: NAI proposes to provide the above services on an as needed "time and materials" basis. The following time and materials costs are provided for budgetary purposes and will be adjusted to actual as the "on -call" services are requested by the City: Task Description Hrs PM (@ $145/Hr) Hrs Project Assistant (@$65/Hr) TOTAL 1 Project Management, Meeting Attendance, and Coordination 60 $8,700.00 $8,700.00 2 RFA Construction/PS&E Cert 30 $4,350.00 5 $325.00 $4,675.00 3 Award Package/Invoicing 20 $2,900.00 5 $325.00 $3,225.00 4 Final Expenditure Report 20 $2,900.00 8 $520.00 $3,420.00 ESTIMATED T&M COSTS: 130 $18,850.00 18 $1,170.00 $ 20,020.00 In addition, it is recommended a budget be established in the amount of $500.00 for indirect costs such as blueprinting, reproduction, messenger service and postage. Indirect costs are charged at cost plus 15%. NAI Consulting maintains $1 Million Dollars of Professional Liability Insurance, $2 Million Dollars of General Liability Insurance, and $1 Million Dollars of Automobile Insurance coverage's. NAI Consulting can not waive its right to subrogation. Certificates of Insurance naming the City of Palm Desert as a certificate holder will be provided upon notification to proceed. Thank you for allowing NAI the opportunity to express our interest to provide On - Call Consultant Support Services to the City of Palm Desert. Please don't hesitate to contact me at (760) 323-5344 if you have questions or require additional information. Sincerely, 4�� 2 LLOYDCK" NICKERSON, JR. President 4 ACOV NAI Consulting 68-955 Adelina Road Cathedral City, CA 92234 [7601 323-5344 • Fax [7601 323-5699 April 4, 2011 FIECEIVED Mr. Mark Greenwood, P.E. APR — 7 20111 Director of Public Works pp�MDESERT City of Palm Desert PUBL V vi3E'DEPT 73-510 Fred Waring Way Palm Desert, CA 92260 Reference: City Signal Interconnect Project Subject: Proposal to Provide On -Call Consultant Support Services for the City of Palm Desert's Federally Funded Congestion Management Air Quality (CMAQ) Projects Dear Mr. Greenwood: NAI Consulting, Inc. (NAI) is pleased to submit this Time and Materials (T&M) proposal to provide On -Call Consultant Support Services necessary to assist the City of Palm Desert with the state/federal compliance requirements and project management activities associated with the proposed City Signal Interconnect Project. NAI has reviewed the project files, met with City Staff, and briefly discussed the project with the Local Assistance Engineer to obtain an understanding of the current project status. Based on our understanding, NAI is ready to assist the City with project management and state/federal compliance to successfully deliver the project. The proposed improvements will install interconnect conduit and fiber optic cable in areas where needed to complete the traffic signal communication system within the central core of the City. The project will provide communication links to the traffic signal maintenance office allowing relocation of the City's Traffic Signal Central Computer System hardware to the traffic signal office and provide direct communication from the central computer to signal system masters and local intersection controllers. Installation of the fiber optic improvements will greatly increase communication bandwidths and connection speeds. Fiber optic communication will also facilitate the installation of future CCTV surveillance cameras at critical intersection. Federal funding (CMAQ funds) in the amount of $753,000 is assigned to the Construction phase of the project. The City has obtained authorization to use State Toll Credits in lieu of providing a local match. It is important to note that Toll Credits do not provide additional funding toward the project, rather, allow the project to be obligated without the traditional 11.47% local match so long as the costs are equal to or less than the federal funds authorized. Any costs in excess of the authorized federal funds will be the responsibility of the City. SCOPE OF SERVICES: NAI will assist the City of Palm Desert with the preparation and submittal of the documents necessary to acquire and maintain funding approval for the project. The "typical" documents necessary to acquire and maintain federal funding are outlined below: Request for Authorization Construction Package: Evaluate, update and resubmit Request for Authorization to Proceed with Construction and supporting documents. Assist and coordinate the preparation and re -submittal including but not limited to the following: 1. Request for Authorization - Construction a. Request for Authorization Cover Letter b. Project Prefix Checklist c. Data Sheets 1, 2 & 3 d. Local Programs Agreement Checklist (Local Agency/State) e. Local Programs Agreement Checklist (State/FHWA) 2. Updated Finance letter 3. Local Agency Contract Administration Checklist 4. PS&E Certification Letter 5. Inclusion of Federal Specifications within the Project Bid Document (NAI will review the Project Specifications to ensure all applicable Federal Provisions are included within the bid documents prepared by the Design Engineer. 6. PS&E Certification Checklist 7. Detailed Estimate/Detailed Estimate Summary (based on Engineer's Estimate) 2 Contract Advertisement & Award Package: 1 2 101 C. d. 3. 4. 5. 6. 7. 8. Advertisement Notification Checklist Contract Award Package a. Low Bidders Documentation Bid Comparison Summary (Including Engineer's Estimate) Local Agency Contract Award Checklist Bid Opening Checklist DBE Report Detail Estimate (Based on Low Bid) Detail Estimate Summary Finance Letter (Revised to Low Bid) Resident Engineers Checklist Federal Invoices as Required and/or Appropriate Final Expenditure Report Package: 1 . Cover Letter (2 pages) 2. Report of Expenditures Checklist a. Final Inspection Report b. Final Invoice c. Final Detail Estimate and Detail Estimate Summary d. Finance Letter (Revised to Reflect Actual Costs) e. Contract Change Order Summary f. Liquidated Damages and/or Contractor Claims g. Date of Completion h. Date of Acceptance i. Final DBE Report j. Materials Certification k. Buy America Letter II. PROJECT MANAGER: Mr. Nick Nickerson will serve as Project Manager for this work effort. Mr. Nickerson has over 26 years of experience as a Project Manager. He has served as the Project Manager for a variety of local (City) projects. Mr. Nickerson will be assisted by Mr. Joel Montalvo. Mr. Montalvo will serve as the point person and will be responsible for ensuring the City of Palm Desert is provided the highest quality of professional services. Mr. Montalvo has over 11 years of experience as a Project Engineer and a Project Manager. 3 III. SCHEDULE OF "TIME AND MATERIALS" FEES: NAI proposes to provide the above services on an as needed "time and materials" basis. The following time and materials costs are provided for budgetary purposes and will be adjusted to actual as the "on -call" services are requested by the City: Task Description Hrs PM (@ $145/1-10 Hrs Project Assistant (@$65/Hr) TOTAL 1 Project Management, Meeting Attendance, and Coordination 60 $8,700.00 $8,700.00 2 RFA Construction/PS&E Cert 30 $4,350.00 5 $325.00 $4,675.00 3 Award Package/Invoicing 20 $2,900.00 5 $325.00 $3,225.00 4 Final Expenditure Report 20 $2,900.00 8 $520.00 $3,420.00 ESTIMATED T&M COSTS: 130 $18,850.00 18 $1,170.00 $ 20,020.00 In addition, it is recommended a budget be established in the amount of $500.00 for indirect costs such as blueprinting, reproduction, messenger service and postage. Indirect costs are charged at cost plus 15%. NAI Consulting maintains $1 Million Dollars of Professional Liability Insurance, $2 Million Dollars of General Liability Insurance, and $1 Million Dollars of Automobile Insurance coverage's. NAI Consulting can not waive its right to subrogation. Certificates of Insurance naming the City of Palm Desert as a certificate holder will be provided upon notification to proceed. Thank you for allowing NAI the opportunity to express our interest to provide On - Call Consultant Support Services to the City of Palm Desert. Please don't hesitate to contact me at (760) 323-5344 if you have questions or require additional information. Sincerely, LLOYD "NICK" NICKERSON, JR. President 4 SCANNED �� 68-955 Adelina Road IVRECEIVED Cathedral City, CA 92234 Consulting [7601 323-5344 - Fax [7601 323-5699 UBl.1 aAe,g%SEr�T April 6, 2011 Mr. Mark Greenwood, P.E. Director of Public Works City of Palm Desert 73-510 Fred Waring Way Palm Desert, CA 92260 Reference: Fred Waring Drive at San Pascual Avenue Signal Modification Subject: Proposal to Provide On -Call Consultant Support Services for the City of Palm Desert's Federally Funded Highway Safety Improvement Program (HSIP) Project Dear Mr. Greenwood: NAI Consulting, Inc. (NAI) is pleased to submit this Time and Materials (T&M) proposal to provide On -Call Consultant Support Services necessary to assist the City of Palm Desert with the state/federal compliance requirements and project management activities associated with the proposed traffic signal modification at the intersection of Fred Waring Drive and San Pascual Avenue. NAI has reviewed the grant application, and briefly discussed the project with the City Staff to obtain an understandrinn of the rurrent project status. Rased on our understanding, NAI is ready to assist the City with state/federal compliance to successfully obtain funding obligation from Caltrans. The proposed improvements will modify the traffic signal and intersection Fred Waring Drive at its intersection with San Pascual Avenue. In general, the improvements consist of eliminating the stop controls and remove the median islands in the center of the intersection so that San Pascual Avenue traffic will be signal controlled to allow full access at the intersection. The existing signal will be modified to a full six phase operation with protected left turn movements on Fred Waring Drive. Based on our review of the City Grant Application, the Preliminary Engineer (PE) phase of the project is complete to include plans, specifications, and engineer's estimate (PS&E) of probable construction costs, all required environmental documents at both the State and Federal levels (CEQA/NEPA) are approved, there are no right of way concerns, and the project is ready to advertise upon receipt of Federal funding obligation. State Highway Safety Improvement Program (HSIP) funds, which are likely to be Federal Surface Transportation Program (STP) funds, in the amount of $195,550 is assigned to the Construction phase of the project. The HSIP funds must be matched with a minimum of 10% local funds. However, any costs in excess of the authorized federal funds will be the responsibility of the City. SCOPE OF SERVICES: NAI will assist the City of Palm Desert with the preparation and submittal of the documents necessary to acquire and maintain funding approval for the project. The "typical" documents necessary to acquire and maintain federal funding are outlined below: Request for Authorization Construction Package: Evaluate, update and resubmit Request for Authorization to Proceed with Construction and supporting documents. Assist and coordinate the preparation and re -submittal including but not limited to the following: 1. Request for Authorization - Construction a. Request for Authorization Cover Letter b. Project Prefix Checklist c. Data Sheets 1, 2 & 3 d. Local Programs Agreement Checklist (Local Agency/State) e. Local Programs Agreement Checklist (State/FHWA) 2. Updated Finance letter 3. Local Agency Contract Administration Checklist 4. PS&E Certification Letter 5. Inclusion of Federal Specifications within the Project Bid Document (NAI will review the Project Specifications to ensure all applicable Federal Provisions are included within the bid documents prepared by the Design Engineer. 6. PS&E Certification Checklist 7. Detailed Estimate/Detailed Estimate Summary (based on Engineer's Estimate) 2 Contract Advertisement & Award Package: 1 . Advertisement Notification Checklist 2. Contract Award Package a. Low Bidders Documentation b. Bid Comparison Summary (Including Engineer's Estimate) c. Local Agency Contract Award Checklist d. Bid Opening Checklist 3. DBE Report 4. Detail Estimate (Based on Low Bid) 5. Detail Estimate Summary 6. Finance Letter (Revised to Low Bid) 7. Resident Engineers Checklist 8. Federal Invoices as Required and/or Appropriate Final Expenditure Report Package: 1 . Cover Letter (2 pages) 2. Report of Expenditures Checklist a. Final Inspection Report b. Final Invoice c. Final Detail Estimate and Detail Estimate Summary d. Finance Letter (Revised to Reflect Actual Costs) e. Contract Change Order Summary f. Liquidated Damages and/or Contractor Claims g. Date of Completion h. Date of Acceptance i. Final DBE Report j. Materials Certification k. Buy America Letter II. PROJECT MANAGER: Mr. Nick Nickerson will serve as Project Manager for this work effort. Mr. Nickerson has over 26 years of experience as a Project Manager. He has served as the Project Manager for a variety of local (City) projects. Mr. Nickerson will be assisted by Mr. Joel Montalvo. Mr. Montalvo will serve as the point person and will be responsible for ensuring the City of Palm Desert is provided the highest quality of professional services. Mr. Montalvo has over 11 years of experience as a Project Engineer and a Project Manager. 3 III. SCHEDULE OF "TIME AND MATERIALS" FEES: NAI proposes to provide the above services on an as needed "time and materials" basis. The following time and materials costs are provided for budgetary purposes and will be adjusted to actual as the "on -call" services are requested by the City: Task Description Hrs PM (@ $145/Hr) Hrs Project Assistant (@$65/Hr) TOTAL 1 Project Management, Meeting Attendance, and Coordination 24 $3,480.00 $3,480.00 2 RFA Construction/PS&E Cert 24 $3,480.00 5 $325.00 $3,805.00 3 Award Package/Invoicing 16 $2,320.00 5 $325.00 $2,645.00 4 Final Expenditure Report 20 $2,900.00 8 $520.00 $3,420.00 ESTIMATED T&M COSTS: 84 $12,180.00 18 $1,170.00 $13,350.00 In addition, it is recommended a budget be established in the amount of $500.00 for indirect costs such as blueprinting, reproduction, messenger service and postage. Indirect costs are charged at cost plus 15%. NAI Consulting maintains $1 Million Dollars of Professional Liability Insurance, $2 Million Dollars of General Liability Insurance, and $1 Million Dollars of Automobile Insurance coverage's. NAI Consulting can not waive its right to subrogation. Certificates of Insurance naming the City of Palm Desert as a certificate holder will be provided upon notification to proceed. Thank you for allowing NAI the opportunity to express our interest to provide On - Call Consultant Support Services to the City of Palm Desert. Please don't hesitate to contact me at (760) 323-5344 if you have questions or require additional information. Sincerely, LLOYD " ICK" NICKERSON, JR. President 4