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Staff Report
City Council
Item No. 6.H
Meeting Date: June 28, 2023
From: John Corella, Director of Engineering/Public Works Title: Reimbursement Agreement with the Coachella Valley Association of Governments (CVAG) Amendment No. 1 for the Improvement of Date Palm Drive between I-10 and Varner Road and Approval of an Agreement with MSA Consulting, Inc. to complete the Design of the Improvements
City Council
RECOMMENDATION:
To Approve Amendment No. 1 to the Reimbursement Agreement with the Coachella Valley Association of Governments (CVAG) for the Improvement of Date Palm Drive between Interstate 10 and Varner Road, adding $688,000 to the overall Project cost, with the City's share for this Amendment No. 1 as $172,000 and CVAG's share as $516,000; and authorize the Mayor and City Manager to execute the Agreement; and approve an Agreement for Design and Professional Services with MSA Consulting, Inc. to complete the design of the Date Palm Drive between Interstate 10 and Varner Road in the amount of $688,000 and authorize the Director of Public Works to execute the Agreement; and amend the FY 2023/2024 and 2024/2025 CIP Plan to reflect the CVAG and City commitments.
BACKGROUND:
In October 2013, the Coachella Valley Association of Governments (CVAG) Executive Committee approved a Reimbursement Agreement (Agreement) with the City of Cathedral City to design and construct Date Palm Drive between Interstate 10 and Varner Road (Project) in three phases (Agreement and location map attached). At the time the Agreement was authorized, the Project ranked number two in the 2010 Transportation Project Prioritization Study (TPPS). This roadway is also identified as Segment No. 1 for the purposes of the Varner Road Task Force (Map attached).
In 2015, the City completed an initial design of two lanes of roadway and constructed those two lanes as the initial phase of the Project. However, the cost of utility relocations (power poles), the improvements necessary at the Long Canyon Wash crossing, and overall general construction cost escalations at that time prevented the City from moving to complete the next phases of the Project, which includes an additional four vehicular travel lanes as well as active transportation improvements. This
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past fall and winter, Engineering Staff worked with the Riverside County Flood Control District (RCFCD) to secure a 2023-2028 budget commitment for construction funding of the Long Canyon Wash stormwater crossing improvements (less roadway improvements) in an amount up to $1,966,500 toward this specific construction line item. This funding participation from RCFCD significantly reduces the Project’s overall remaining construction cost as this crossing’s estimated cost was one of the major factors in the Project not moving to the next phase in the past.
DISCUSSION:
Reimbursement Agreement Amendment No. 1
Knowing the RCFCD funding commitment of the Long Canyon Wash stormwater crossing participation was recommended for approval by RCFCD Staff and its Zone 6 Commissioners to the Riverside County Board of Supervisors, Staff has been proactively working these past four months with CVAG Staff to move the Project to the next phases.
Additionally, to keep the momentum moving forward on this Project, Staff had reached out to MSA Consulting, Inc. (MSA), the original design consultant for the Project to provide a proposal for a contract amendment to continue onto the next design phase of the Project.
MSA’s cost to updating the first phase design includes the improvements required at the Long Canyon Wash crossing; adding four (4) more travel lanes, curb and gutter, sidewalk(s) and bicycle lanes, utility relocations and signalizing the intersection of Date Palm Drive and Varner Road. The proposal will also include the securing of the regulatory permits needed for the roadway crossing and stormwater improvements at the Long Canyon Wash. (Note: A new Consulting Services Agreement with MSA is required, as the previous agreement has expired).
Having the MSA Contract Amendment cost proposal of $688,000 (attached) to provide shovel ready plans for the next Project phase in hand; on May 23, 2023, Staff formally requested CVAG process an amendment (Amendment No. 1) to cover the additional cost of the Project’s next design phase (City submitted request attached). This Amendment will finalize the design and allow the Project to move forward toward the Project’s construction. This additional cost of $688,000 will be split in accordance with CVAG policy with the City responsible for 25% ($172,000) and CVAG responsible for 75% ($516,000) of the eligible cost for the design work.
Amendment No. 1 with CVAG to finalize the design and construct the Project was approved by the CVAG Transportation Committee on June 6, 2023 and the CVAG Executive Committee on June 26, 2023.
Professional Services Agreement with MSA
MSA was selected to continue with the design of the Project to maintain Project continuity as MSA maintains the base sheets for the original two (2) lane design of this roadway section. CVAG and City Staff both agreed that keeping this continuity with MSA Cathedral City Page 3 of 4 Printed on 6/22/2023
allows the Project to continue to the next phase as intended in the originally approved Reimbursement Agreement for the Improvement of Date Palm Drive between Interstate 10 and Varner Road.
Both City and CVAG Staff reviewed the proposal and agreed the cost of the services to complete the design phase of the Project, which include the Long Canyon Crossing, utility relocations, updating the CEQA documents, securing the regulatory permits (ACOE 404 permit and CAFW 1603), signal plans for intersection of Date Palm Drive and Varner Road and additional environmental and tribal consultations are in line with similar work contracted for by each agency.
Funding Summary to Date (does not include Amendment No. 1) Date Palm Drive between I-10 and Varner Road - Expenditures Summary Total Project Cost $ 3,116,000.00
Expended: $ 618,844.73
Balance remaining: $ 2,497,155.27
CVAG (Regional Share @75%) $ 2,337,000.00
Approved by Exec. Committee (10/28/2013)
Expended: $ 464,133.55
Balance remaining: $ 1,872,866.45
City of Cathedral City (Local Share @25%) $ 779,000.00 Expended: $ 154,711.18
Balance remaining: $ 624,288.82
The reimbursement agreement between CVAG and the City has a total remaining balance of $2,497,155.27. Amendment No. 1 will require CVAG provide an additional $516,000 in regional funding, bringing CVAG’s not-to-exceed share of the Project costs to $2,853,000 (75%) and the City’s share of the Project cost to $951,000 (25%).
City Council Actions
There are two items requiring the approval of the City Council tonight. The first is the approval of the Reimbursement Agreement Amendment for the Improvement of Date Palm Drive between Interstate 10 and Varner Road to secure the CVAG funding reimbursements necessary to complete the design of this next phase of the Project; the second is the approval of an Agreement for Design Professional Services with MSA to commence the final design of this section of roadway.
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FISCAL IMPACT:
The current program Funding for this design item is listed in the City’s FY 2023-24 and 2024-25 Capital Improvement Project (CIP) Plan as the Date Palm – I-10 to Varner Project identified as total of $625,000 comprised of:
•CVAG’s design share totaling $450,000: 331-100-150-156-8600-8601 o$225,000 for each FY, respectively, for a total of $450,000 •City’s design share totaling $175,000: 100-100-150-156-8600-8601 o$87,500 for each FY, respectively, for a total of $175,000 Staff is requesting that the FY 2023/2024 and 2024/2025 Capital Improvement Program (CIP) amounts for this Date Palm – I-10 to Varner Project be amended as follows:
•CVAG’s design share totals $516,000: 331-100-150-156-8600-8601 oFY 2023/2024 = $387,000
oFY 2024/2025 = $129,000
oTotal = $516,000
•City’s design share totals $172,000: 100-100-150-156-8600-8601 oFY 2023/2024 = $129,000
oFY 2024/2025 = $ 43,000
Once the design is complete by MSA and the Project moves to construction, the RFCFD funding in the amount of $1,966,500 will be applied to the Long Canyon Wash drainage improvement line item only.
FIVE-YEAR STRATEGIC PLAN: GOAL
B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
Executed 10-28-2013 CVAG Agency Reimbursement Agreement Date Palm Drive 1-10 to Varner Road Location Map
Varner Road Sections
2023-05-23 Letter to CVAG for Amendment No. 1
MSA Date Palm I-10 to Varner Final Design Services Proposal CVAG Transportation Commission Staff Report 06-05-2023
Amendment No. 1 to the Reimbursement Agreement for Date Palm Drive I-10 to Varner Road
MSA-Design Professional Agreement