HomeMy WebLinkAboutC22310A CA5 Monterey Avenue Interchange Ramp Modification 669-02Contract No. C22310A
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: APPROVE AMENDMENT NO. 5 TO CONTRACT NO. C22310A
WITH RBF CONSULTING, INC., FOR ADDITIONAL DESIGN
SERVICES FOR THE MONTEREY AVENUE INTERCHANGE
RAMP MODIFICATION PROJECT ON INTERSTATE 10
(PROJECT NO. 669-02)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: RBF Consulting, Inc.
3300 Guasti Road, Suite 100
Ontario, CA 91761
DATE: May 10, 2012
CONTENTS: Contract Amendment No. 5
Request for Additional Services
Vicinity Map
Recommendation:
By Minute Motion, approve Amendment No. 5 to Contract No. C22310A
with RBF Consulting, Inc., (RBF) in the amount of $171,804 for additional
design services to complete plans, specifications, estimate, bidding,
award, and construction support services for the Monterey Avenue
Interchange Ramp Modification Project on Interstate 10 (Project No
669-02).
Funds are available in Measure A, Monterey Ramp Modification, Account No. 213-
4389-433-4001.
Background:
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 (1-10). The ramp modifications consist of realigning the
westbound 1-10 off -ramp to Varner Road and inserting a loop on -ramp from northbound
Monterey Avenue to westbound 1-10. This will eliminate the congestion and queuing
experienced on northbound Monterey Avenue of vehicles entering westbound 1-10.
Staff Report
Approve Amendment 5 - Monterey 1-10 Interchange
May 10, 2012
Page 2 of 3
On July 13, 2006, City Council approved Amendment No. 1 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 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 (County) landscaping project completed in mid
2006. The landscaping design and installation would then 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 that required substantial additional services to complete the PS&E
than were originally scoped.
On August 26, 2010, City Council approved Amendment No. 4 in the amount of
$147,960 for extra design services. Similar to Amendment No. 4, this change is also
mainly caused by Caltrans' implementation of the Highway Design Manual resulting in
substantial design update of the Plans and Specifications.
Shortly after the approval of Amendment No. 4, Caltrans determined that the existing
secondary access to Sparky's Self Storage would need to be relocated, although
Caltrans had originally accepted said access at the original location. As a result, staff
from the City, County, Caltrans, and RBF worked closely together to determine a new
secondary access location to the west of Sparky's Self Storage on a remnant parcel
owned by the County.
Subsequently, there have been many changes including but not limited to the new
access road pavement design, new retaining wall/sound wall combination design and
revised location, environmental revalidation, revision of the right-of-way acquisition map,
additional legal descriptions and plats preparation, additional landscaping plans, extra
hydrology study, utility coordination, field meetings, and project meetings.
On February 9, 2012, at the County's request and in order to shorten the project time,
City Council approved a Memorandum of Understanding (MOU) and a Certificate of
Acceptance for a Quitclaim Deed to convey a portion of the remnant parcel to the City.
This will allow the City to convey that property to the owner of Sparky's Self Storage
In an effort 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 March of 2012, RBF submitted an additional
services request for $233,266. Staff evaluated the request and negotiated with RBF to
Staff Report
Approve Amendment 5 - Monterey 1-10 Interchange
May 10, 2012
Page 3 of 3
reduce the cost by more than 26 percent to $171,804. Therefore, staff believes the final
negotiated cost for Amendment No. 5 is equitable for the additional services rendered.
Fiscal Impact:
Approval of Amendment No. 5 brings the total amount of the RBF to $1,191,762.
Prepared By:
A Lr*
Bo Chen, P.E. , City Engineer
Depa
Mark Gretw od, P.E.
Director of Pu lic Works
CITY COiJNCIL AQTION
APPROVED �✓ DENIED
Paul S. Gibson, Director of Finance RECEIVED OTHER
IIIEETING DAT �✓ ✓u v
►val: AYEs:rS4)I, ineik rn)K,
f}Es:
ABsh;vT•
ABST.�I1°yT: �-
J
M. WOhlmuth, City Manager 0!-ioiii,fl mi File with City j-k's Office
* Approved, conditioned upon no General Fund
monies being used. 5-0
CITY OF PALM DESERT
PROFESSIONAL SERVICE AMENDMENT
Contract Purpose Monterey/1-10 Interchange -Additional Design Services
Consultant's Name RBF Consulting
Address: 3300 Guasti Road, Suite 100
Ontario, CA 91761
Contract # / P.O. #
Amendment No.
You are herebv reauested to comply with the followina chances to the contract:
DESCRIPTION OF CHANGE
1. Additional design services including:
Revised soundwall/retaining wall plans, new access road pavement
design, right-of-way maps, cost estimates, new landscape design, revised
signal and light plan, extra utility coordination, environmental revalidation
process, additional hydrology study, field meetings, and project meetings.
JUSTIFICATION:
Contingency:
Account No.
Project No.
TOTALS:
NET CHANGE IN CONTRACT PRICE:
Vendor No.
C22310A
111404
5
YES
NO
213-4389-433-4001
669-02
F 1404
DECREASE I INCREASE
In Contract Price In Contract Price
$171,804.00
1 I $171,804.00
171.804.00
Caltrans' late requirement of relocating the existing secondary access of the Sparky's Self Storage within the project
area results the aforementioned scope increase.
TOTAL BUDGET FOR PROJECT: + $12,000,000.00 CONTINGENCY:
Less: Expend. & Encumb. To Date: - $4,600,000.00 Amount Approved by Council: +
Less: This Change Order Amount - $171,804.00 Less: Prior Change Order(s): -
BALANCE OF BUDGET $7,228,196.00 Less: This Change Order: -
REMAINING FOR PROJECT: Balance Remaining of Contingency. $ -
The amount of the Contract will be increased by the Sum of: One Hundred Seventy -One Thousand, Eight
Hundred and Four Dollars ($171,804.00).
Continued on reverse ...
Contract C22310A Amendment No. 5 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 $1,191, 762.00.
The undersigned Consultant approves the foregoing Professional Service Amendment # 5 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 # 5. The Consultant agrees to furnish all labor and materials and
perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required
to complete the Professional Service Amendment items. This document will become a supplement of the contract and
all provisions will apply hereto. It is understood that the Professional Service Amendment shall be effective when
approved by the Owner.
Execution of this Professional Service Amendment by the Consultant constitutes a binding accord and satisfaction that
fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or
equity, arising out of or related to the subject of the Professional Service Amendment, whether known or unknown,
including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of
productivity, as well as any and all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
REQUESTED BY: 2. ACCEPTED BY:
3. CERTIFIED
FUNDS AVAILABLE:
DEPARTMENT HEAD
FINANCE DIRECTOR
NOTE: No payments will be made prior
to City Manager and Council approval
CONSULTANT
4. APPROVED BY:
ROBERT A. SPIEGEL, MAYOR
CITY MANAGER
Date Accepted
May 10, 2012
Date Approved
Date Approved
Continued on reverse
RBFa
CONSULTING
April 20, 2012
Mr. Bo Chen, P.E.
City Engineer
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260-2570
Re: Interstate 10 at Monterey Avenue Interchange PS&E
Additional Work Request #5
Dear Mr. Chen:
JN 10-104249.001
RBF respectfully submits this additional work request for the 1-10 at Monterey Avenue
Interchange improvement project. Following project approval of the plans, the access
control directly across from the west bound hook off -ramp was questioned regarding
liability, maintenance, and most importantly emergency access exiting the existing
Storage Facility Unit (SFU) along Varner Road. In subsequent PDT meetings it was
determined that the ingress/egress to this facility along with access and maintenance of
the existing County Right Way adjacent to the SFU would need to be relocated and
combined into one access. RBF has responded to this change in scope to the project by
initiating focus meetings in order to resolve right of way changes, determine
maintenance needs of the County, and analyze constructibility of a relocated driveway
access to be shared by the County and private owner of the SFU.
In summary, RBF Consulting is requesting a net increase to our contract in the amount
of $171,804 for labor and reimbursable expenses. 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)
974-4922. We look forward to continuing our efforts on this project and its successful
completion.
Sincerely,
Tim Haile, P.E.
Project Manager
Transportation / Public Works
Attachments
cc: Mark Greenwood, Director of Public Works
Steve Huff
Ron Craig
PLANNING ■ DESIGN ■ CONSTRUCTION
East Guasti Road, Suite 100 Ontario. CA 91761 909.974-4900 FAX 909 974,4004
Offices located throughout California, Arizona & Nevada www,RBF.com
EXHIBIT "A"
SCOPE OF WORK
Task 5.0 Right -of -Way Requirement and Appraisal Maps
RBF prepared and obtained Caltrans approval of Right -of -Way Requirement Maps in
August 2009. These maps were prepared based on the soundwall location and access
restrictions as approved in the Project Report and Environmental Document. In August
2009, RBF prepared Right of Way Appraisal maps based on the approved Right of Way
Requirements map.
RBF has also expended considerable effort revising the right of way requirement maps
and appraisal maps based on access location scenarios. RBF initiated and attended
multiple right of way focus meetings in order to scope the new right of way requirements
and resolve issues of liability related to access control restrictions along Varner Road.
RBF revised the Right of Way Requirements Map to illustrate the revised parcel
numbers and access control. Caltrans approved the Right of Way Requirements maps
on June 20, 2011. RBF has prepared three (3) legal descriptions for the revised Right of
Way Requirements Map and legal descriptions were approved on June 22, 2011. RBF
will revise the appraisal maps based upon approved legal descriptions and Right of Way
Requirements Maps.
In early 2011, the Project Development Team agreed to relocate the westerly
emergency access of the self storage facility property along with changing the access
restriction along Varner Road. The County maintenance and storage facility emergency
access will be combined to be relocated outside of proposed Caltrans access control.
The Right of Way Requirements Map will reflect the revised driveway and access
control.
On November 7, 2011 a meeting occurred with the County of Riverside in order to
confirm the proposed project direction to vacate and quitclaim the County Right of Way
in order to allow the storage facilities access to move along Varner Road westerly
outside of Caltrans access control restriction. As part of this meeting with the County it
has been determined that RBF shall prepare the (3) legal descriptions and (3) plats
necessary in order to vacate said property, quitclaim the property to the City of Palm
Desert, and quitclaim the remainder portion to the land owners within the mobile home
park directly behind the County R/W.
Task 6.2 Final PS&E
RBF will revise plan sheets based upon the documented change to the access
restriction as well as design of a maintenance/emergency access within County Right of
Way for the benefit of the County and existing storage facility. In addition, at the request
of the City of Palm Desert, the landscape plans will be revised based upon City direction
and discussions agreed upon at Caltrans landscape focus meeting held on March 13,
2012.
CONsu LTING
PLANNING ■ DESIGN 0 CONSTRUCTION
RBF will revise the following sheets:
Sheet Description
Number of
Sheets
Scale
Title Sheet
1
Not to Scale NTS
Layout L-2
1
1" = 50
Construction Detail Sheets
3
1" = 20
Contour Gradin G-2
1
1" = 50
Stage Construction Sheets
9
NTS
Pavement Delineation PD-3
1
1" = 50
Sign Plan S-2
1
1" = 50
Summary of Quantities
2
NTS
Sound Wall
2
1" = 20
Retaining Wall New Sheets
2
1" = 50
Plant List PL-1
1
NTS
lrri ation Plan IP-2
1
1" = 50
-Landscape Details LD-1
1
NTS
Signal and Lighting E-4
1
1" = 20
Modify Lighting and Sign Illumination E-10
1
1" = 50
TOTAL
28
Design of Riverside County Maintenance Area and Access for Storage Facility
RBF has been working with the County of Riverside and the City of Palm Desert in an
effort to resolve access restrictions related to this project at the westerly emergency
access for the Storage Facility along Varner Road. In the project approval phase of the
project, the Project Report was approved with the access remaining in its current
location within Caltrans access control. Due to comments made by Caltrans at the
100% PS&E review a solution has been developed to move the access for the Storage
facility into County maintained Right of Way. In addition, the County of Riverside will use
this new access point as their own access for the maintenance of their Right of Way
adjacent to Varner Road. In order to obtain concurrence between all affected parties
(Caltrans, County of Riverside, and County Fire) RBF prepared exhibits in order to
convey the intent of design. RBF also initiated focus meetings between the County and
County Fire in order to establish the requirements for emergency access.
Based on this new direction RBF shall design the roadway access, modifications made
to the storage facility due to relocation of the westerly emergency access, and grading
modifications to the storage facility parkway to the Right of Way limits of the County of
Riverside. Included in this scope of work shall be the revision of all affected traffic
sheets impacting stage construction, electrical, signage, and pavement delineation.
Soundwall Modifications and Coordination
RBF has been working closely with the City of Palm Desert in an effort to resolve the
access issues associated with the project. As indicated above, a portion of the existing
soundwall will need to be removed in order to accommodate the relocated access of
both the County of Riverside and the Storage Facility. This has also caused a
lengthening of the proposed soundwall in order to meet attenuation criteria and noise
mitigation.
CONSULTING
PLANNING 0 DESIGN ■ CONSTRUCTION
Due to the change of grade within the County of Riverside maintenance area a portion of
the soundwall will need to be redesigned as a combination retaining wall/soundwall.
RBF will re -design this portion of wall containing the retaining wall/soundwall
combination, revise the existing plans, provide calculations, and updated quantities for
final PS&E.
Task 6.3 Plan Approvals
Relative to these additional work items, RBF will address Caltrans comments on the
100% submittal packages, 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 7.0 Cost Estimates
RBF shall revise cost estimates based upon the following descriptions:
RBF will prepare several value engineering cost estimates comparing the various
potential access locations in order to gain consensus between Caltrans, the County of
Riverside, and the City of Palm Desert.
RBF shall update cost estimates based upon updated PS&E quantities and bid list items
due to driveway relocation.
Task 8.0 Special Provisions
RBF shall revise the special provisions based upon Caltrans updates comparing the final
PS&E submittal with the 100% plan set comments.
Task 11.0 Utility Coordination
RBF will be performing additional utility tasks associated with the maintenance access
options and alternatives.
The work effort related to coordination with Imperial Irrigation District (IID) includes three
field meetings between IID and RBF in order to determine how IID will access their utility
pole once the maintenance driveway and fencing has been constructed as well as
concurrence as to the status of their existing utility vault, raising the vault to grade, and
installing a pedestrian friendly lid over their structure.
RBF also coordinated the utility impact based upon the potential maintenance scenarios
which included additional field reviews, additional cost relocation analysis, exhibits, and
coordination with Caltrans Headquarters for Utility Longitudinal Encroachment not
originally anticipated during the previous phases of the project prior to the access
restriction modification. This coordination with Headquarters consisted of creating an
overall utility exhibit showing the utility longitudinal encroachment through the newly
anticipated Caltrans access control.
CONSU-ING
PLANNING 0 DESIGN 0 CONSTRUCTION
Task 12.0 Project Team Meetings
RBF shall continue to coordinate focus meetings with Caltrans, County of Riverside, and
other participating agencies to facilitate project delivery as a result of the relocation of
the westerly access of the storage facility and design of the maintenance area.
RBF shall also continue to facilitate PDT meetings between Caltrans, the County of
Riverside, and the City of Palm Desert to discuss work progress, schedule, and other
related issues in order to maintain momentum for the project through completion.
Task 13.0 Project Management
RBF shall continue to coordinate with Caltrans, County of Riverside, and other
participating agencies to facilitate project delivery as a result of the extended schedule.
Management support shall carry forward to facilitate resolution of project design tasks.
RBF shall also maintain the preparation of an action item matrix, decision log, submittal
log, meeting agenda's, meeting minutes, project schedules, and distribute
communication materials to all project team members.
Task 21.0 Environmental Re -validation
Caltrans has requested RBF to complete the re -validation of the environmental scope of
this project based upon the reconfiguration of the existing and proposed soundwalls
located within the County of Riverside parcel including the design and relocation of the
maintenance driveway. RBF shall prepare the environmental re -validation form
anticipating two reviews from Caltrans Environmental department. RBF will prepare a
revised project description and exhibits for the environmental re -validation form.
Soundwall Technical Memorandum
Caltrans has requested RBF to perform a technical memorandum to validate the
reconfiguration of the existing and proposed soundwalls located within the County of
Riverside parcel. The additional length of the barrier will be re-evaluated for
reasonableness (cost-effectiveness) because of the additional construction cost and that
the barrier would benefit five additional residences. It is estimated two rounds of Caltrans
review will be necessary and the scope of work does not include revisions to the
SOUND32 noise model. RBF will prepare updated soundwall location exhibits, property
impact exhibits, and cost estimates.
Task 26.0 Right of Way Certification
RBF Consulting shall prepare the right of way certification form in accordance with
Caltrans standard following completion of all appraisals and final concurrences regarding
all agreements, deeds, and certifications pertaining to the engineering documents.
Optional Task: Conversion of Standard Plans & Specifications
RBF shall revise the project Standard Plans and Specifications currently prepared in
2006 version, to updated 2010 Standard Plans and Specifications in the event that the
FW...
CONSULTING
PLANNING 0 DESIGN 0 CONSTRUCTION
Project will not meet the Caltrans specified project award deadline of September 30,
2012.
H:\PDATA\10104249\Admi n\contract\a mmend menu\PS E_Am en d ment_005_2012_3_14. docx
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CONSULTING
PLANNING ! DESIGN ■ CONSTRUCTION
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