Cathedral City Page 1 of 3 Printed on 11/3/2022
Staff Report
City Council
Item No. 7.C
Meeting Date: November 9, 2022
From: John Corella, Director of Engineering/Public Works Title: Award of Design Professional Services Agreement between the City with HR Green for Date Palm Drive Pavement
Rehabilitation Project (City Project No. C08840)
City Council
RECOMMENDATION:
To approve a Design Professional Services Agreement with HR Green Inc. for the design and preparation of bid ready construction documents for the Date Palm Drive Pavement Rehabilitation Project (Project No. C08840) in the not to exceed amount of $241,443; and authorize the City Manager to execute the agreement; and, authorize the Director of Engineering/Public Works to execute a Task Order in the amount not to exceed $10,000 for “On -Call” material testing and geotechnical services related to the project; and authorize a budget amendment in the amount of $251,443 from available FY 2022/2023 Maintenance of Effort (MOE) funds for the completion of the design work.
BACKGROUND:
Date Palm Drive is a primary economic and lifeline corridor for the City of Cathedral City and serves as the City’s only north/south truck route . The corridor is relied on by the public, and others for commerce, residential, regional circulation, and other uses. It interconnects with major arterials passing through adjacent jurisdictions, connects to US Interstate 10 (I -10) and East Palm Canyon Drive. Over time, t he corridor experiences high amounts of traffic resulting in excessive wear to the pavement. Though the roadway is maintained, many portions of this roadway require complete reconstruction.
In the past years the Agua Caliente Band of Cahuilla Indians (ACBCI) has entered agreements with the City to participate in funding of roadways providing access wit hin and leading to Reservation lands. These roadways are important to the ACBCI because they serve the entire ACBCI community. As these roads are identified, these roads are placed into the Tribal Transportation Program Transportation Improvement Program (TTP) for funding allowing roadway improvements to be made.
In August of 2019, an Intergovernmental Memorandum of Understanding (MOU) between the City and the ACBCI established the use of TTP funds for the design, construction, and maintenance of public roads classified as Trib al Reservation Roads.
Cathedral City Page 2 of 3 Printed on 11/3/2022
Under the MOU, the Tribe will provide up to $5.0 million over a 10 year -period toward road construction projects. Date Palm Drive is classified as a Tribal Reservation Road and therefore, a reconstruction pro ject on Date Palm Drive is eligible for this TPP funding.
DISCUSSION:
The City’s Engineering Staff has identified Date Palm Drive roadway segment between Ramon Road and Dinah Shore Drive as the first area along this corridor in need of pavement rehabilit ation. The segment is approximately one mile in length and will require a full pavement rehabilitation, drainage improvements, infill sidewalks, ADA ramps, and traffic striping. City staff also identified the intersection of 30 th Avenue and Date Palm Driv e, as another area in need of pavement rehabilitation and recommends the construction of concrete approach lanes along Date Palm Drive.
A Request for Proposal (RFP) for professional engineering design services was issued and advertised in the Desert Sun o n September 22, 2022 and September 29, 2022, posted at City Hall and uploaded to the City’s webpage.
On October 17, 2022, the City received one proposal, which is from HR Green Inc., in response to the RFP. Even though only one proposal was received, Staff evaluated the proposal according to the guidelines specified in the RFP document and determined that HR Green Inc. possesses the experience and qualifications to meet the design requirements of Date Palm Drive Pavement Rehabilitation Project (Project). HR Green’s cost proposal is in the amount of $152,008 was determined to be within the limits of what would be expected for this service.
In looking at the Date Palm Drive corridor overall, and t o maximize the design efforts if construction costs allow, Staff also requested HR Green Inc. to provide a separate cost proposal that would extend the design limits of the work along Date Palm Drive from Dinah Shore Drive to Geral d Ford Drive. HR Green’s submitted a cost proposal for this additional work is $89,435. This additional work will provide a set of plans that can be used to extend the current proposed Project to Gerald Ford Drive , if construction funds are available or in the future as the next project.
A cost breakdown for the design of Date Palm Driv e Pavement Rehabilitation Project , including the additional design work is as follows:
Scope Amount
Design of Date Palm Drive from Ramon Road to Dinah Shore Drive $152,008 Design of Date Palm Drive from Dinah Shore Drive to Gerald Ford Drive $89,435 Sub Total for Design = $241,443
On-Call Material Testing and Geotechnical Services (estimated) $10,000 Total Design Project Cost: $251,443
Cathedral City Page 3 of 3 Printed on 11/3/2022
City Engineering Staff is requesting City Council approve a Design Professional Services Agreement with HR Green I nc. for the design and preparation of bid ready construction documents for the Date Palm Drive Pavement Rehabilitation Project (Project No. C08840) in the amount $241,44 3, authorize the City Manager to execute the Agreement, authorize the Director of Engin eering/Public Works to execute a Task Order in the amount not to exceed $10,000 for “On -Call” material testing and geotechnical services related to the Project for the design phase and authorize a Budget Amendment in the amount of $251,44 3 from available F Y 2022/ 2023 Maintenance of Effort (MOE) funds for the completion of the design work
FISCAL IMPACT:
FY 2022/2023 Budget
The Fiscal Year 2022/ 2023 has a remaining balance of $1.629 million in the Maintenance of Effort (MOE) account comprised of:
Existing Projects (FY 2021/2022
Rollover) $ 220,000
Unutilized MOE (FY 2021/2022 Rollover) $ 509,000
FY 2022/2023 MOE $ 900,000
Total MOE $ 1,629,000
Project Design Phase
The total design Project cost in the amount of $251,44 3 will be funded wi th the MOE account, leaving the $5.0 Million in ACBCI committed TTP Funds available for the construction of the Project.
ATTACHMENTS:
Project Location Exhibits
HR Green Technical Proposal to Cathedral City - Date Palm Drive Project HR Green Cost Proposal to Cathedral City - Date Palm Drive Proposal HR Green Additional Cost Proposal - Date Palm Drive Proposal Design Professional Services Agreement - HR Green Pacific, Inc