project will be described. The WQAR will address regulatory compliance and identify applicable best management practices included in the project design. If mitigation is required for the project, mitigation measures will be outlined in the WQAR.
Deliverables: One electronic copy of the Draft and Final WQAR Task 6.2.14: Noise Study Report OPTIONAL
The increased height of the bridge compared to the existing low-water crossing may trigger the need for a Noise Study Report (NSR) and barrier assessments for the nearby residential land uses. This is a higher level of document than what is identified under Task 6.2.11. If required, the cost to complete Task 6.2.11. would be utilized as well as the additional budget identified under this optional task.
As a sub-consultant to GPA, AMBIENT will prepare the NSR in accordance with Federal Highway Administration (FHWA) and Caltrans requirements to assess noise impacts associated with the single build alternative. The NSR will include a description of the existing noise environment, based on existing environmental documentation and a review of site reconnaissance data.
AMBIENT will conduct ambient noise monitoring at various locations in the vicinity of the project site to document existing environmental conditions and traffic noise levels. Up to twenty short-term (i.e., 10-15 minute) and three long-term (i.e., 24- hour) noise measurement surveys will be conducted, to the extent deemed necessary. Ambient traffic noise levels will be monitored during noise monitoring periods for purposes of calibrating the traffic noise model. Relevant background information, including noise fundamentals, descriptors, and applicable federal, state, and local regulatory framework, will be described.
To assess potential construction noise impacts, sensitive receptors and their relative exposure to the project area (considering topographic barriers and distance) will be identified. Noise levels of specific construction equipment will be summarized in included in the report. Predicted construction-generated noise levels at nearby receptors will be calculated using the FHWA Roadway Construction Noise Model.
Traffic noise modeling will be conducted in accordance with FHWA/Caltrans-recommended methodologies and guidance.
Accordingly, predicted traffic noise levels will be modeled using the FHWA Traffic Noise Model, version 2.5. The TNM model will be calibrated based on the monitoring data obtained during the site reconnaissance surveys. Predicted average-hourly traffic noise levels (in Leq) will be calculated at nearby existing receptors for comparison to FHWA/Caltrans-recommended noise abatement criteria. Traffic noise modeling will be conducted for existing, no-build, and build conditions.
Groundborne vibration levels typically associated with construction activities and long-term operations will be discussed, based on information to be derived from Caltrans-recommended guidance documents. To the extent necessary, groundborne vibration levels associated with major construction activities (e.g., pile driving) will be quantitatively assessed.
Long-term exposure to groundborne vibration are anticipated to be minor and will be qualitatively assessed.
The significance of noise-related impacts will be determined in comparison to applicable FHWA/Caltrans noise abatement criteria. Noise-abatement measures (i.e., noise barriers) will be identified and evaluated, to the extent necessary. This discussion will also address Caltrans-recommended control practices, as well as applicable local requirements for the control of construction-generated noise. A Noise Abatement Decision Report may be required at the outcome of completing the NSR Mark Thomas will review and submit additional scope for those services.
Deliverables: One electronic copy of the Draft and Final NSR Task 6.2.15: Air Quality Report OPTIONAL
If it is determined by Caltrans that the project would be considered capacity increasing, the roadway widening would trigger the need for an Air Quality Report (AQR). This is a higher level of technical analysis than what is identified under Task 6.2.1. If required, the cost to complete Task 6.2.1. would be utilized as well as the additional budget identified under this optional task.
As a sub-consultant to GPA, AMBIENT will prepare the AQR in accordance with Federal Highway Administration and Caltrans requirements to assess air quality and GHG impacts associated with the project. Existing air quality and GHG conditions will be discussed, including applicable regulatory framework, standards, and attainment status. Short-term construction and long-term operational emissions of criteria air pollutants and GHG emissions will be quantified.
Construction emissions will be quantified based on project-specific construction information and schedules utilizing the CalEEMod computer program. Long-term operational emissions of criteria air pollutants and GHGs will be quantified using emission factors to be derived from the CTEmfac model and data to be derived from the traffic analysis prepared for this project. The project’s conformity with regional and project-level air quality attainment efforts will be discussed.
Localized increases in mobile-source emissions attributable to this project, including carbon monoxide (CO), particulate matter (PM), and air toxics are anticipated to be minor and, therefore, will be qualitatively assessed utilizing FHWA/Caltrans205 CLICK HERE to Return to Agenda PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
recommended screening protocol. This scope of work assumes that the proposed project would not be considered a project of air quality concern (POAQC) with regard to localized PM air quality conformity. Mobile-source air toxics will be qualitatively discussed in accordance with FHWA/Caltrans guidance. Dispersion modeling of localized pollutant concentrations associated with short-term construction and/or long-term operation of the project and the preparation of health risk assessments are not anticipated to be required and are not included. Measures for the control of construction and long-term operational emissions will be discussed, to the extent necessary. This discussion will address Caltransrecommended control practices, as well as applicable air district rules and regulations. The AQR will be submitted to the City for review and approval prior to submittal to Caltrans for review and approval.
Deliverables: One electronic copy of the Draft and Final AQR Task 6.2.16: Air Quality Conformity Assessment OPTIONAL If it is determined by Caltrans that the project would be considered capacity increasing, the roadway widening would trigger the need for an Air Quality Conformity Assessment (AQCA). As a sub-consultant to GPA, AMBIENT will prepare an AQCA based on information contained in the AQR for the single build alternative. AMBIENT will prepare forms and supporting documentation required for submittal of the project for interagency PM-hotspot conformity review. The AQCA will be prepared using the Caltrans-recommended AQCA template and in accordance with Caltrans-recommended guidance and methodologies.
Deliverables: One electronic copy of the Draft and Final AQCA TASK 6.3. VMT SCREENING ASSESSMENT
Fehr and Peers will review the project description and conduct a VMT screening assessment based on the City of La Quinta Vehicle Miles Traveled (VMT) Analysis Policy (June 2020). The project will be reviewed to determine if it can be screened from VMT impact analysis.
It is anticipated that the project will screen from VMT based on Project Type Screening. Per the City’s guidelines, if a transportation project is consistent with SCAG’s Regional Transportation Plan/Sustainable Communities Strategy (RTP/SCS), it can be screened from VMT assessment.
Fehr & Peers will conduct a VMT screening and submit the VMT Screening memorandum to the Project team and respond to one round of consolidated comments. Fehr & Peers will submit the updated draft to the City for review. We will respond to one round of consolidated comments and submit a final version to the City.
DELIVERABLES
» VMT Screening Memorandum
TASK 6.4. INITIAL STUDY/MITIGATED NEGATIVE DECLARATION
GPA will complete the preparation of all CEQA documentation and support the City in meeting its Lead Agency responsibilities for public notification and approval of the CEQA document. Following completion of all technical analysis, GPA will reference the result of these studies, as well as other background research, to prepare the Administrative Draft IS, consistent with CEQA Guidelines Appendix G and in a format acceptable to the City. The document will include all required sections for an IS. GPA will incorporate any review comments to prepare the Draft IS for public circulation; GPA will coordinate with the City to circulate the document for the required 30-day public review period. The document will be posted with the State Clearinghouse (SCH) under the most current electronic submittal requirements. GPA will also prepare a Notice of Completion and Notice of Intent, if applicable. Once the Draft IS has been circulated GPA will prepare responses to public comments received and prepare the Mitigation Monitoring and Reporting Program. GPA will prepare a Final MND, incorporate any review comments, and prepare the Notice of Determination (NOD). The NOD will be filed within five days of the City’s acceptance of the final document. It is assumed one (1) public meeting would be held by the City during circulation of the environmental document; the GPA PM will attend one (1) City Council meeting related to the environmental document in order to respond to questions and/or comments related to the environmental analysis.
For the NEPA documentation, Caltrans will prepare the Categorical Exclusion based on the completed environmental technical studies.
DELIVERABLES
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
» Administrative Draft/Draft and Final CEQA IS/MND
» Draft and Final NEPA CE Support to Caltrans
TASK 6.4.1. Administrative Draft Environmental Assessment – OPTIONAL Following completion of all appropriate technical analysis, GPA will reference the results of these studies, as well as other background research, to prepare the environmental document. The Administrative Draft IS/EA will be consistent with CEQA Guidelines Appendix G, the Caltrans Annotated Outline for EAs, and accessibility requirements. The document will include all required sections for an IS/EA and will address on-site and off-site impacts of the project. Once complete, GPA will submit the Administrative Draft IS/EA to the City for review and will coordinate, as needed, for review and approval of the document. The IS/EA will be delivered to the City staff for internal review and comment prior to release of the Draft IS/EA to Caltrans for review.
DELIVERABLES
» One (1) electronic copy of the Administrative Draft IS/EA TASK 6.4.2. Draft Environmental Assessment – OPTIONAL
Once the Administrative Draft IS/EA has been approved by the City, GPA will prepare the Draft IS/EA (with MND) and coordinate with the City to transmit it to Caltrans for review. GPA will coordinate with Caltrans staff to ensure that the sections are formatted for ease of use and to meet the criteria for the IS/EA templates. Upon receipt of Caltrans comments, GPA will revise the Draft IS/EA, and re-submit it to Caltrans for a second review. Assuming no further comments from Caltrans, GPA will coordinate with the City to circulate the Draft IS/EA to the public for the 30-day public review period, as described under the IS/MND task above.
DELIVERABLES
» One (1) electronic copy of the Draft IS/EA (with MND) TASK 6.4.3. Draft Environmental Assessment – OPTIONAL
Following circulation of the Draft IS/EA (with MND), GPA will coordinate with the City and Caltrans to prepare responses to any public comments received and incorporate the responses and any required revisions into the document. It is assumed that no more than ten public comments will be received. Additionally, GPA will prepare the Caltrans-required Environmental Commitments Record (ECR) which can also serve as the City’s Mitigation Monitoring Reporting Plan (MMRP). GPA will then prepare a Final IS/EA and submit it to the City for review. GPA will coordinate as needed to make further revisions and obtain approval to finalize the document. After production of the Final IS/EA, GPA will forward the Final IS/EA to Caltrans for review. Any additional comments from Caltrans will be incorporated; GPA will coordinate with Caltrans to obtain a Finding of No Significant Impact (FONSI) for the project. Additionally, upon completion of the Final IS/EA, GPA will coordinate with the City to file a NOD, as described under the IS/MND task above.
DELIVERABLES
» One (1) electronic copy and up to three (3) hard copies of the Final IS/EA (with MND & FONSI) TASK 7. GEOMETRIC APPROVAL DRAWINGS (PHASE I) – 35%
DESIGN
TASK 7.1. PRELIMINARY ENGINEERING
Mark Thomas shall develop the horizontal and vertical layout of the new bridge structure on Avenue 50 based on the survey mapping and existing utility record drawings. The geometric design shall include the original ground, traveled way, shoulders, cut/fill slopes, known utilities, and existing/proposed right-of-way. The proposed roadway cross-section shall be consistent with the City of La Quinta cross-section for the segment of Avenue 50 within the project area with exception to the reduced median width across the bridge. 207 CLICK HERE to Return to Agenda
PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
TASK 7.2. TRANSPORTATION STUDY - OPTIONAL
To assist with developing intersection pavement marking layout, storage lengths, and signal timing updates, Fehr and Peers will utilize RIVCOM to develop peak hour forecasts at the intersection Washington Street & Avenue 50 and daily traffic forecasts on the Avenue 50 from Washington Street to Park Ave.
We will collect traffic volume data during fair weather, while school is in session, and during a typical (non-holiday) Tuesday, Wednesday, or Thursday. Intersection peak period data will be collected during typical commute periods (7:00- 9:00 AM, 4:00-6:00 PM). Bicycle and pedestrian peak hour counts will be collected. The daily traffic counts (up to two 24-hour roadway counts) with vehicle classification (truck percentage) will be performed on the study roadway. If traffic data is readily available from surrounding planned development projects and with City approval, Fehr and Peers may utilize existing volume information to eliminate counts.
Forecasts will be prepared by applying the Difference Method, which adds traffic growth from RIVCOM base to future year models to existing counts, consistent with National Cooperative Highway Research Program (NCHRP) Report 765.
The study is not required to meet CEQA/NEPA requirements and, at the option of the City, be utilized to validate intersection geometrics and signal modification design. This scope assumes the project 4-lane, westbound approach to the intersection will drop the second lane into a right turn only to accommodate the newly painted Avenue 50 ‘Road Diet’ project west of Washington Street.
TASK 7.3. BRIDGE TYPE SELECTION REPORT & MEETING
Mark Thomas will prepare a Structure Type Selection Report per Caltrans Structures Local Assistance (SLA) Type Selection Guidelines for Local Bridge Projects - Attachment B and attend a Type Selection Meeting with Caltrans SLA. The Report will assist the City in determining the best suited structure type for the project and is required as part of the Caltrans SLA approval process. Assuming one (1) alternative studied from the bridge alternatives hydraulic analysis would be eliminated, Mark Thomas shall develop up to two (2) different alternatives to be presented in the report, which will include a General Plan, Foundation Plan, and General Plan Estimates for each structure type. The General Plan Estimate will include both roadway and bridge costs for each structure alternative. The report will discuss the advantages and disadvantages of the alternatives and will address geotechnical, hydraulic, aesthetic, constructability, and environmental issues, as well as costs.
The report will be submitted to the City for review. Mark Thomas will address any comments that the City may have and will then submit the report to Caltrans SLA for review and concurrence of the recommendations. Mark Thomas will attend a Type Selection Meeting with Caltrans SLA to discuss the Type Selection Report and recommendations as required by the SLA approval process. The task shall be completed prior to the commencement of the environmental technical studies and field reviews.
TASK 7.4. GEOMETRIC APPROVAL DRAWINGS
Mark Thomas shall prepare geometric approval drawings showing preliminary layout and preliminary estimates. The plan must contain a view depicting geometric layout of the traffic lanes. Curve and taper information must be shown, but sign and striping type detail are not required. All utility conflicts shall be noted so advance clearing of utilities may begin during Phase I. The preliminary geometric exhibit will contain a proposed roadway alignment, roadway plan and profile on a 1” = 40’ scale. The exhibit will also show limits of construction, project dimensions, and general identification of work as well as the centerline and edge of pavement design.
Pedestrian Lighting Calculations and Concept Design Fehr and Peers will prepare a photometric assessment for the bridge walkways illuminated by the preferred pedestrian inset light AGI32 lighting software. Fehr and Peers shall compare the results to IES RP-8 and provide any recommendations for the design and light fixture if the levels are insufficient to meet RP-8.
DELIVERABLES
» Traffic Counts
» Transportation Study
» 35% Concept Design Plan
» Bridge Type Selection Report
» Pedestrian Lighting Calculations and Concept Design
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
TASK 8. FINAL PLANS, SPECIFICATIONS, AND ESTIMATE
(PHASE II)
The scope of services for the Final PS&E of the Avenue 50 Bridge crossing assumes the following conditions exist:
» Final bridge and roadway would be a four-lane facility. » Design speed for Avenue 50 would match existing posted speed on Avenue 50 or be as directed by the City prior to the commencement of final design.
TASK 8.1. FINAL GEOTECHNICAL ANALYSIS (PHASE II)
Task 8.1.1. Geotechnical Investigations
Caltrans is enforcing the AASHTO recommendations of a soil boring at each bridge support locations where substructure width is less than 100 feet; minimum of two (2) borings are required per location where substructure width is greater than 100 feet. Data obtained from some boreholes will be used for multiple design elements. Based on this information, EMI’s geotechnical field investigations plan is presented in Table 1. Based on our discussion with Mark Thomas, a pavement core will be obtained at each end of the project to determine the existing pavement sections.
Table 1. Proposed Soil Boring Information
DESIGN ELEMENT NUMBER OF
BORINGS
APPROXIMATE
DEPTH (FEET)
Bridge Abutments 2 80
Bridge Piers 2 100
Roadway 2 20
Pavement Cores 2 N/A
EMI will prepare a boring location plan, and this plan will be used to secure the well permits and City encroachment permits. No permit fees required with the City and CVWD or City pays permit application fees, if required.
The standard WATCHBOOK manual traffic control plans are sufficient for planned initial boring locations. It is assumed that stamped site-specific traffic control plans are not required, however; if there are any limitations (utilities or hard drilling conditions) that require the borings to move and requires stamped site-specific traffic control plans, expense for the stamped traffic control plans will require a change in this scope. The design team has concluded that a dry well system will most likely not be a suitable and long-term solution for the intersection of Avenue 50 and Washington Street; therefore, infiltration test have been excluded from this scope.
Task 8.1.2. Laboratory Testing
Anticipated laboratory tests include: in-situ density and moisture content, grain size, Atterberg Limits, direct shear, UU triaxial, consolidation, R-value, and soil corrosion tests. The tests provide the data required for hydraulic analysis for scour.
Task 8.1.3. Geotechnical Engineering Analysis and Report Following analyses will be performed for the project: prepare design ARS curve, assessment of soil liquefaction potential, seismic settlement, and lateral spreading, foundation analysis for bridge, assessment of global slope stability, and a review of City Standard pavement structural section.
EMI will prepare a Foundation Report (that includes Geotechnical Engineering recommendations). The Foundation Report will include recommendations for bridge, slopes, and pavement structural sections. EMI will address any comments resulting from the City review and prepare a final Foundation Report.
DELIVERABLES
» Draft / Final Foundation Report
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
TASK 8.2. REGULATORY AGENCY PERMITS
The Evacuation Channel connects to Whitewater River, which flows to the Salton Sea, and is expected to fall under the jurisdiction of the USACE, RWQCB, and CDFW. After 65% submittal, GPA will prepare the Pre-Construction Notification for submittal to the USACE, water quality certification application for submittal to the RWQCB, and the Streambed Alteration Notification for submittal to CDFW. GPA will coordinate with the City and regulatory agencies as needed to obtain the necessary permits. Coordination includes calculations of impacted jurisdictional areas including temporary and permanent impacts derived from engineering drawings. The following scope assumes less than 0.5 acre would be permanently impacted under each jurisdiction.
» Section 404 of the Clean Water Act Nationwide Permit
The Evacuation Channel connects to Whitewater River which flows to the Salton Sea and is expected to fall under the jurisdiction of the USACE as waters of the U.S. Because the project would result in temporary and permanent impacts on the Evacuation Channel, a Section 404 Permit will be required.
GPA will prepare the PCN package for submittal to the USACE. The application will include a brief description of the project, an assessment of impacts on waters of the U.S., minimization measures and best management practices to minimize impacts to waters of the U.S., a proposed mitigation plan, and other pertinent project information, as required by the USACE. GPA will coordinate with the City and USACE as needed to obtain the 404 authorization. » Section 401 of the Clean Water Act Water Quality Certification Section 401 of the Clean Water Act requires applicants acquiring permits from the USACE under Section 404 obtain a Water Quality Certification from the RWQCB for the state in which the discharge originates. GPA will prepare an application for a Section 401 Water Quality Certification for submittal to the RWQCB. The application will include a brief description of the project, an assessment of impacts to waters of the state, measures, and best management practices to minimize impacts, a proposed mitigation plan, and other pertinent project information, as required by the RWQCB. GPA will coordinate with the City and RWQCB as needed to obtain the Water Quality Certification. » Section 1602 of the California Fish and Game Code Lake or Streambed Alteration Agreement Section 1602 of the California Fish and Game Code requires submittal of a Lake or Streambed Alteration Notification to the CDFW for any activity that may substantially divert or obstruct the natural flow or substantially change the bed, channel, or bank of any river, stream, or lake. Streams (and rivers) are defined by the presence of a channel bed and banks and at least an intermittent flow of water; therefore, the Evacuation Channel is expected to fall under the jurisdiction of the CDFW.
GPA will prepare a Lake or Streambed Alteration Notification package for submittal to the CDFW. The notification will include a brief description of the project, an assessment of impacts to CDFW jurisdictional areas, measures, and best management practices to minimize impacts, a proposed mitigation plan, and other pertinent project information, as required by the CDFW. GPA will coordinate with the City and CDFW as needed to obtain the Streambed Alteration Agreement from CDFW. If a Habitat Mitigation and Monitoring Plan or other mitigation is required, a separate scope and fee will be prepared to conduct that work.
DELIVERABLES
» 401 Water Quality Certification from the Regional Water Quality Control Board » 404 Nationwide Permit Verification from the United States Army Corps of Engineers » 1602 Streambed Alteration Agreement from the California Department of Fish and Wildlife » General coordination with permitting agencies to obtain required regulatory agency permits TASK 8.3. 65% ROADWAY PLANS AND ESTIMATE
Upon the acceptance of the preliminary roadway geometrics, Mark Thomas will prepare the 65% roadway plans consisting of Typical Sections and Notes sheets, Construction Detail Sheets, Plan and Profile Sheets in 1” = 40’ scale with construction details no larger than 1’ = 10”, drainage plans and details, retaining walls plans where required, pedestrian/bicycle routing plan, and detour plan. The Roadway Plan and Profile shall show the existing topography, limits of work, construction notes, right-of-way, utilities, and other general design elements. Centerline, edge of pavement and vertical design shall be provided on the profile.
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
Fehr and Peers will prepare signing and striping plans for the roadway improvements along Avenue 50 and Washington Avenue. The final signing and striping plans shall be prepared for final plotting on Arch D-sized sheets at 1” = 40’, as appropriate.
All design and report documents will utilize Imperial Units, with geometrics conforming City, CVWD, and/or County Standards. When noted, the anticipated Caltrans Standard Plans 2024/2025 Edition, and Caltrans 2024/2025 Standard Specification with all published updates for each document as of date of the notice to proceed for this scope of work shall be used. Should the Caltrans Standards update(s) result in significant technical changes to design during the milestone submittals or prior to Ready-to-List, the updates shall result in change in this scope. Mark Thomas will prepare cost estimates with preliminary construction quantities for the Roadway PS&E.
TASK 8.3.1. 65% Sanitary Sewer Relocation Plan and Domestic Water Line Relocation Plan Upon the acceptance of the preliminary roadway geometrics, Mark Thomas will prepare the 65% plans consisting of sanitary sewer relocation plan, profile, and details, and domestic water relocation plan, profile, and details, and Sheets in 1” = 40’ scale with construction details no larger than 1’ = 10”.
DELIVERABLES
» Title Sheet and Location Map (1)
» Typical Section and Notes (3)
» Plans and Profile (3)
» Demolition Plan (2)
» Contour Grading (2)
» Utility Plan (2) includes existing utilities and final construction notes based on final agreement(s)/protect-in-place and/or relocation(s) by others, reference to additional relocation will be noted as needed » Drainage Plans and Details – Bridge (2)
» Drainage Plans and Details – Intersection (1)
» Channel Improvement Details (4)
» Pedestrian and Bicycle Routing Details (1)
» Construction Details (4)
» Signing and Striping Plan (1)
» Signing and Striping Plan for Pedestrian and Bicycle Routing (1) » Detour Plan (1)
» Details Sheets (6)
» Bridge Pedestrian Lighting Plan (1)
» Sanitary Sewer Relocation Plans and Details (4)
» Domestic Water Line Relocation Plans and Details (4)
» Engineer ’s Opinion of Probable Construction Costs
TASK 8.3.2. Traffic Signal Modification Design - OPTIONAL Fehr & Peers will prepare one (1) signal modification design consisting of two (2) sheets traffic signal design plans to accommodate adjustments to existing signal equipment and detection, if necessary, based on the ultimate lane configuration and geometrics. The traffic signal design will include existing features to remain, existing features to be removed, new equipment to be installed, and the conductor and equipment schedules. The traffic signal plan will be prepared at 1”=20’ scale and will be designed in conformance with California Manual on Uniform Traffic Control Devices (CAMUTCD) and City requirements. Two (2) traffic signal design sheet will be prepared, stamped and signed by a CA Licensed Civil Engineer.
DELIVERABLES
» One (1) Traffic Signal Modification Plan – 2 (two) sheets (1:20 scale) TASK 8.3.3. Traffic Signal Interconnect - OPTIONAL
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
If necessary, based on the impacts to the traffic signal modification, Fehr & Peers is available to prepare a signal interconnect plan. The plan will include existing equipment based on as-builts, verified by our field visit. Separate pull boxes will be proposed as part of the design along with conduit connected directly to the controller cabinets. The fiber optic plans (up to 2 sheets) will be submitted and revised along with the traffic signal plans for the same review cycle.
DELIVERABLES
» Two (2) Traffic Signal Interconnect Plans (1:40 scale) TASK 8.4. 65% UNCHECKED DETAIL - STRUCTURE PLANS AND ESTIMATE Mark Thomas will prepare structural calculations, bridge plans, and a construction cost estimate for the selected bridge alternative. For the purposes of this scope of work, it is assumed that a three span, cast-in-place post tensioned concrete slab will be the preferred structure alternative. The structure design will be performed in accordance with AASHTO LRFD Bridge Design Specifications, 8th edition with California Amendments and Caltrans Seismic Design Criteria 2.0. In general, it is anticipated that the following structure plan sheets will be prepared. The construction cost estimate comprised of quantities and unit prices. Unit prices will be developed using current bid results from similar projects, Caltrans database information and Caltrans’ latest Construction Cost Manual. All estimates will be done in Caltrans BEES format using Microsoft Excel.
Should CVWD require a separate set of bridge plans provided on their border, the plan sheets noted may adequately cover the level of effort required to obtain CVWD approval and meet permit standards. If CVWD requests additional sheets and/or details above the intended number of sheets noted within this scope, Mark Thomas shall submit a request for scope augmentation.
DELIVERABLES
» General Plan (1)
» Index to Plans (1)
» Foundation Plan (1)
» Abutment Plan (2)
» Abutment Details (2)
» Pier Layout (2)
» Pier Details (1)
» Typical Sections (1)
» Utility Details (2)
» Aesthetic Details (3)
» Log of Test Borings (2)
TASK 8.5. IDENTIFY ROW REQUIREMENTS
Mark Thomas will provide initial right of way requirement exhibits for the City to review and discuss proposed construction and grading limits with property owners. The exhibit, shall be delivered during the 65% plan preparation phase, will include existing aerial imaging, existing right of way and project design limits and features including utilities and other constraints.
DELIVERABLES
» Right of Way Requirements Map
TASK 8.6. 90% ROADWAY PS&E
Mark Thomas and design subconsultants will address up to one (1) round of comments for the 65% Engineering including the plans and probable construction cost estimate. The technical specifications to be included with the contract documents will be prepared at the 90% PS&E and edited in MS Word.
TASK 8.6.1. 90% Sanitary Sewer Relocation Plan and Domestic Water Line Relocation Plan Mark Thomas will address up to one (1) round of comments for the 65% Engineering for the sanitary and water relocation including the plans and probable construction cost estimate. The technical specifications to be included with the contract documents will be prepared at the 90% PS&E and edited in MS Word. 212
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
TASK 8.6.2. Contract Specifications and Special Provisions Environmental Support -
OPTIONAL
GPA will assist with ensuring that design-related avoidance and minimization measures are successfully integrated into 90 percent design drawings and contract specifications. Specifically, GPA will ensure all relevant CEQA/NEPA obligations and permitting requirements have been adequately incorporated. GPA will make direct additions, supplemental comments and/or create specialized, non-standard environmental specifications in tracked changes.
DELIVERABLES
» Review and comments on the 90% design package including Roadway, Sanitary Sewer and Domestic Water including:
» Plan Update
» Probable Construction Cost Estimate
» Technical Specifications
TASK 8.7. BRIDGE DESIGN INDEPENDENT CHECK
The 65% unchecked bridge plans shall be independently checked by a separate licensed bridge engineer, who has not been involved in the project. A separate set of structural design check calculations including quantity calculations shall be prepared in accordance with Caltrans bridge design practice. The independent checker shall review the plans for completeness, consistency, correctness of references. The bridge designer shall revise the design and plans to mitigate checker’s review comments. The checker shall perform back-check to ensure that the comments have been adequately addressed. All comments and responses shall be documented in the project files.
TASK 8.8. 90% (FINAL) STRUCTURES PS&E
Response to all agencies’ review comments for the 65% submittal shall be prepared and included in this submittal. Mark Thomas shall prepare Caltrans Standard Special Provisions for structural work at this submittal. The plans shall be updated per independent checker’s comments.
The 65% structures estimate will be updated based on the independent checkers comments. A separate set of quantity calculations, known as the check quantity calculations, will be prepared. The updated quantity calculations and check quantity calculations will be compared and any differences between the two will be resolved. The differences between the two sets of quantity calculations will not exceed the percentage tolerances defined in the estimating section of the Caltrans Bridge Design Aids. Additionally, Mark Thomas will provide a 4-scale drawing of the bridge deck contours.
DELIVERABLES
» Bridge Design and Quantity Independent Check Calculations » Comment / Response to Independent Check
» Engineer ’s Opinion of Probable Construction Cost
» One (1) electronic Construction Plan set in PDF format » One (1) electronic set of specifications in MS Word
» Bridge Design Calculations
» Response to 65% Comments from the City
» 4-Scale bridge drawing of the bridge deck contours
TASK 8.9. 100% PS&E
Mark Thomas and design subconsultants will address up to one (1) round of comments for the 90% Engineering including the plans, probable construction cost estimate and an electronic set of technical specifications.
TASK 8.9.1. 100% Sanitary Sewer Relocation Plan and Domestic Water Line Relocation Plan Mark Thomas will address up to one (1) round of comments the 90% Engineering for the sanitary and water relocation including the plans, probable construction cost estimate and an electronic set of technical specifications. 213 CLICK HERE to Return to Agenda
PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
DELIVERABLES
» Engineer ’s Opinion of Probable Construction Cost
» One (1) electronic plan set in PDF format of the 100% design package including Roadway, Sanitary Sewer and Domestic Water and Bridge
» One (1) electronic set of specifications in MS Word
» Response to 90% Comments from the City
» 4-Scale bridge drawing of the bridge deck contours
TASK 8.10. FINAL PS&E
Final Engineering shall include detailed engineering calculations, designs, construction plans, specifications and technical special provisions and engineer’s construction cost estimates for the project that will enable the City to advertise and award the construction contract for the project.
TASK 8.10.1. Final Sanitary Sewer Relocation Plan and Domestic Water Line Relocation Plan Final Engineering for the sanitary and water relocation shall include detailed engineering calculations, designs, construction plans, specifications and technical special provisions and engineer’s construction cost estimates for the project that will enable the City to advertise and award the construction contract for the project.
TASK 8.11 FINAL DRAINAGE REPORT
Webb Associates will address comments for the Preliminary Drainage Report and PS&E submittals and include final plans with pipe network outputs information and figures to validate the drainage design.
DELIVERABLES
» Engineer ’s Opinion of Probable Construction Cost
» One (1) signed/sealed electronic plans (PDF)
» 4-Scale bridge drawing of the bridge deck contours
» One (1) signed/sealed electronic specs (MS Word)
» One (1) copy of appendices & bid form (MS Word/PDF)
» Final Drainage Report including supporting plans/calculations » Response to 100% Comments from the City
» Final domestic water and sanitary sewer sheets in full size Mylar sheets to CVWD » Final Resident’s Engineer Pending File
» Final PS&E, right of way and E-76 support
» Electronic files of all submitted documents.
» Mark Thomas will provide a digital copy of the final signed/sealed project plans in AutoCAD 2022 .dwg or higher format and PDF to the City; providing by email or Sharepoint Drive is acceptable.
Exclusions:
» This task excludes the preparation of a SWPPP.
TASK 9. RIGHT OF WAY (PHASE III)
TASK 9.1. PLATS & LEGAL DESCRIPTIONS
Mark Thomas will provide two (2) plats and legal descriptions to support acquisition and / or agreement from CVWD including access into the channel during construction and/or the one (1) other owner. It is assumed the proposed linework will not change once descriptions are started and documents will undergo one review at City and one at CVWD before approval.
TASK 9.2. UTILITY AGREEMENT(S)
Mark Thomas to prepare utility agreements as necessary in accordance with Caltrans Chapter 14 of the LAPM. Mark Thomas shall conduct utility coordination meetings, as needed, regarding adjustments and relocations, to resolve 214
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
conflict issues, and with respect to performing work for utility companies by City contractors. For utility conflicts that require relocating, Mark Thomas shall prepare documentation through City staff to submit the official notice(s) / order(s) to the utility companies to relocate conflicting facilities. Through City staff, Mark Thomas shall make recommendations for special provision language with regard to utility issues, recommendations for construction windows of time for utility relocation activities, recommendations for inclusion of utility bid items, etc. All utility files will be organized and maintained per Caltrans policies and procedures.
TASK 9.3. FINAL ROW REQUIREMENTS
Mark Thomas will update the initial right of way requirement exhibits for the City to review and discuss proposed construction and grading limits with property owners based on the final design plans.
TASK 9.4. ROW APPRAISALS
» The appraisal will be prepared by individuals licensed with the State of California, Office of Real Estate Appraisers, as a Certified General Real Estate Appraiser. Our appraisers both retain the requisite qualifications and experience necessary to competently complete appraisals in a competent and professional manner, in accordance to applicable laws and policies. » Prepare the Notice of Decision to Appraiser letter for each property, advising the property owner of the proposed project, introducing the appraiser, enclosing an Acquisition Brochure describing the City’s acquisition process, and contract information to answer questions and concerns.
» The appraisal report will comply with laws that are applicable to the specific appraisal assignment and the Uniform Standards of Professional Appraisal Practice (USPAP).
» Afford the property owner or the owner’s designated representative the opportunity to accompany the appraiser on the inspection of the property.
» Perform an inspection of the subject property. The inspection should be appropriate for the appraisal problem, and the Scope of Work should address:
o The extent of the inspection and description of the neighborhood and proposed project area, o The extent of the subject property inspection, including interior and exterior areas, o The level of detail of the description of the physical characteristics of the property being appraised (and, in the case of a partial acquisition, the remaining property).
» In the appraisal report, identify the highest and best use. If highest and best use is in question or different from the existing use, provide an appropriate analysis identifying the market-based highest and best use. » Present and analyze relevant market information.
» In developing and reporting the appraisal, disregard any decrease or increase in the fair market value of the real property caused by the project for which the property is to be acquired, or by the likelihood that the property would be acquired for the project.
» Report the appraiser’s analysis, opinions, and conclusions in the appraisal report.
Appraisal Review
Review appraisals will be provided for each appraisal, and in accordance with State and Federal law and City policy as required. The review appraiser will, as appropriate:
» Identify the reviewer’s client and intended users, the intended use of the reviewer’s opinions and conclusions, and the purpose of the assignment.
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
» Identify the following:
o Subject of the appraisal review assignment.
o Effective date of the review.
o Property and ownership interest appraised (if any) in the work under review. o Date of the work under review and the effective date of the opinion or conclusion in the work under review. o Appraiser(s) who completed the work under review, unless the identity was withheld. » Identify the scope of work to be performed.
» Develop an opinion as to the completeness of the material under review, given the scope of work applicable in the assignment.
» Develop an opinion as to the apparent adequacy and relevance of the data and the propriety of any adjustments to the data, given the scope of work applicable in the assignment. » Develop an opinion as to the appropriateness of the appraisal methods and techniques used, given the scope of work applicable in the assignment, and develop the reasons for any disagreement. » Develop an opinion as to whether the analyses, opinions, and conclusions are appropriate and reasonable, given the scope of work applicable in the assignment, and develop the reasons for any disagreement. » Review appraisals will be forwarded to the City for establishment of just compensation prior to the preparation of offers to acquire the proposed land rights for the project.
TASK 9.5. ROW AQUISITION AND NEGOTIATION
Monument will provide right-of-way delivery services required for the City to purchase right-of-way required to construct the Project. The tasks will be performed in accordance with applicable Federal, State and local regulations, Caltrans Policies and Procedures and City’s right-of-way Policies and Procedures.
Monument will provide the following services under the direction of the City staff:
» Provide the Acquisition and Negotiations Services to acquire the property interests required for the Project in a timely, efficient manner and at a reasonable cost. Work shall be performed in accordance with Caltrans and the City’s Policies and Procedures and applicable Federal, State and local regulations. » Coordinate and manage the acquisition process with the City, legal counsel, design team, property owners, and tenants along with the title company, appraisers and other consultants to insure effective cross-discipline communications. » Review right-of-way plans, appraisal reports, title reports, appraisal maps and legal descriptions and all other pertinent documents.
» Prepare acquisition offer packages consisting of the City’s written purchase offer, appraisal summary statement, acquisition brochure, acquisition agreement, conveying instruments (Grant Deed, Permanent and/or Temporary Easements, etc.), Certificate of Acceptance, recommendation of Amount of Just Compensation, plat maps and legal descriptions, and Title VI Information.
» Monument’s acquisition agent will meet personally with each property owner to present the City’s purchase offer, explain the project design requirement and inform him or her of the City’s right-of-way acquisition process. 216
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
» Negotiate personally in good faith with each property owner, his/her agent or representative and discuss appraisal and valuation of the property interests, gather information from the property for consideration and address any questions or concerns that may arise during the acquisition process. » Establish and maintain an acquisition file for each property owner or property interest acquired and maintain a file checklist pursuant to the City’s specifications.
» As may be required to secure Right of Entry Agreements; licenses or permits from property owners for purposes of performing hazardous waste, archeological and other inspections. » Promptly transmit executed documents (acquisition agreements, executed deeds, rental agreements, statements of information, offset statements, and the like) to the City for acceptance and processing. A report summarizing the pertinent information relative to the transaction will be included. » Prepare and submit a Letter of Recommendation to the City for any proposed administrative settlements with property owners. The letter will include a chronology of the negotiation efforts, provide supporting evidence and documentation and an explanation of the benefits and rationale behind the recommendation. » Escrow Coordination - Coordinate opening of escrows with direction from the project manager, assist the escrow company in obtaining additional documentation as necessary to provide clear title to the City, supervise and review the closing of escrows, and review closing statements for completeness and accuracy. We will serve as liaison between the title company, escrow holder, and the City. Upon closing of escrow, tax cancelation letters will be prepared for City signature, as necessary, for fee interest acquisitions.
» Recommend condemnation action when negotiations have reached an impasse. The required justification will be submitted in writing to the City. Our primary goal will be to reach an acceptance of the offer with each property owner. We will work with the City in recommending solutions to achieve acceptance of the offer. » Eminent Domain Support – If requested, coordinate with City’s condemnation counsel, as required, to support the condemnation activities until the Resolution of Necessity is adopted and possession is granted by the courts. Litigation support after the hearing for the Resolution of Necessity, such as depositions, mediation appearances and expert testimony, can be provided on a time-and-materials basis.
» Perform any other normal procedures and processes to implement the acquisition assignment and provide any other supporting information and/or correspondence required by the City. o Provide bilingual acquisition agents, if necessary.
o Prepare all applicable forms, secure property owner’s approval and signature and submit the forms to the City for review and acceptance.
o Upon completion of the acquisition process for each property or property interest, or at project completion, Monument will provide the City with the original acquisition file as well as electronic copy of files for future audit purposes.
TASK 9.6. FINAL ROW CERTIFICATION
Monument will prepare and submit to Caltrans, and FHWA, if necessary, a right-of-way certification form and other required documents in accordance with the Caltrans Right of Way Manual and FHWA requirements.
DELIVERABLES
» Two (2) signed and stamped P&LD in pdf format
» One (1) signed and stamped Plat in pdf format for TCE 217 CLICK HERE to Return to Agenda
PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
» Utility Agreement(s) Support
» Final Right of Way Requirements Map
» Right of way support services for two (2) fee acquisitions and one (1) Temporary Construction Easement (TCE) » Right of way Certification Form and required documents Assumptions:
» Given the preliminary scope and footprint of the project, this task assumes two (2) fee acquisitions and one (1) TCE for the right of way services for property appraisals, preparation of offers, and negotiation with property owners, and final property acquisition agreements. Should the project require the need for fee take or temporary construction easement with additional owners, Mark Thomas will review and submit additional scope for those services. Right of way support services are included under Right of Way.
TASK 10. CONSTRUCTION SUPPORT (PHASE IV)
Design support services will be provided for construction. Budgetary amounts have been established for each of the following tasks based on a time and materials basis.
TASK 10.1. BID SUPPORT
When requested by the City, Mark Thomas shall remain available to attend a pre-bid meeting to be scheduled in advance of the bid opening date. Bid support will be provided on a time and materials basis as requested by the City.
Mark Thomas assumes no more than 92 hours for bidding support will be needed. Should the City request that Mark Thomas prepare a bid addendum plans and documents outside a Mark Thomas error/omission, Mark Thomas will require an addendum to contract to account for the additional work.
TASK 10.2. PROJECT MANAGEMENT
Mark Thomas will manage the project team. This also includes general project management, preparing invoices and monthly progress reports, and maintaining project files. Mark Thomas will support this task over the 16-month core construction period for a total of 80 hours. Mark Thomas will attend the pre-construction meeting.
This task excludes attending weekly construction meetings and other coordination meetings.
TASK 10.3. REQUEST FOR INFORMATION (RFI)
During the construction phase, Mark Thomas will work with City to respond to Request for Information (RFIs). Mark Thomas will provide clarification and interpretation of the plans and specifications. Mark Thomas will distribute and facilitate review RFI submittals among the design team, as well as attending field meetings during construction to review the issue in question. A budget has been provided with an allowance for 60 RFIs with an average effort of 4 staff hours per RFI for a total of 240 hours.
DELIVERABLES
» Responses to Contractor RFIs
TASK 10.4. SUBMITTAL REVIEWS
Mark Thomas will distribute and facilitate review of shop drawings and product submittals among the design team. A budget has been provided with an allowance for 42 shop drawings or submittals with an average effort of 8 staff hours per for a total of 320 hours.
DELIVERABLES
» Review and responses to shop drawings and submittals
TASK 10.5. CONTRACT CHANGE ORDERS (CCO’S)
During the construction phase, Mark Thomas will work with City to review Contractor requested Change Orders as changes become necessary. Our Team will review the Contactor’s request, provide guidance and input to its validity, and review potential impacts on the design and other ancillary project components and develop independent cost 218
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PROFESSIONAL ENGINEERING SERVICES FOR AVENUE 50 BRIDGE PROJECT The City of La Quinta
MARK THOMAS
estimates as verification. We have provided a budget allowance of 80 hours to support this effort. This excludes the revision of plans and specifications.
TASK 10.6. RECORD DRAWINGS
Following construction, Mark Thomas will prepare record drawings for City records. The record drawings will be completed in AutoCAD 2022 and shall be based upon a marked-up set of plans to be provided by the contractor and City construction manager. Mark Thomas will provide one electronic copy.
DELIVERABLES
» One (1) electronic copy of the Final As-Built plan set 219
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Exhibit A
ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition, installation, repair, or maintenance affecting real property or structures or improvements of any kind appurtenant to real property, the following apply:
1. Prevailing Wage Compliance. If Contracting Party is a contractor performing public works and maintenance projects, as described in this Section 1.3, Contracting Party shall comply with applicable Federal, State, and local laws. Contracting Party is aware of the requirements of California Labor Code Sections 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq., (collectively, the “Prevailing Wage Laws”), and La Quinta Municipal Code Section 3.12.040, which require the payment of prevailing wage rates and the performance of other requirements on “Public works” and “Maintenance” projects. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, and if construction work over twentyfive thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after January 1, 2015 by this Agreement,, Contracting Party agrees to fully comply with such Prevailing Wage Laws including, but not limited to, requirements related to the maintenance of payroll records and the employment of apprentices. Pursuant to California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a contract for public work on a “Public works” project unless registered with the California Department of Industrial Relations (“DIR”) at the time the contract is awarded. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, this project is subject to compliance monitoring and enforcement by the DIR. Contracting Party will maintain and will require all subcontractors to maintain valid and current DIR Public Works contractor registration during the term of this Agreement. Contracting Party shall notify City in writing immediately, and in no case more than twenty-four (24) hours, after receiving any information that Contracting Party’s or any of its subcontractor’s DIR registration status has been suspended, revoked, expired, or otherwise changed. It is understood that it is the responsibility of Contracting Party to determine the correct salary scale. Contracting Party shall make copies of the prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Services available to interested parties upon request and shall post copies at Contracting Party’s principal place of business and at the project site, if any. The statutory penalties for failure to pay prevailing wage or to comply with State wage and hour laws will be enforced. Contracting Party must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each worker who works in excess of the minimum working hours when Contracting Party does not pay overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight (8) hours is the legal working day. Contracting Party also shall comply with State law requirements to maintain payroll records and shall provide for certified records and inspection of records as required by California Labor Code Section 1770 et seq., including Section 1776. In addition to the other indemnities provided under this Agreement, Contracting Party shall defend (with counsel selected by City), indemnify, and hold City, 220 CLICK HERE to Return to Agenda
Exhibit A
its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It is agreed by the parties that, in connection with performance of the Services, including, without limitation, any and all “Public works” (as defined by the Prevailing Wage Laws), Contracting Party shall bear all risks of payment or non-payment of prevailing wages under California law and/or the implementation of Labor Code Section 1781, as the same may be amended from time to time, and/or any other similar law. Contracting Party acknowledges and agrees that it shall be independently responsible for reviewing the applicable laws and regulations and effectuating compliance with such laws.
Contracting Party shall require the same of all subcontractors.
2. Retention. Payments shall be made in accordance with the provisions of Section 2.0 of the Agreement. In accordance with said Sections, City shall pay Contracting Party a sum based upon ninety-five percent (95%) of the Contract Sum apportionment of the labor and materials incorporated into the Services under this Agreement during the month covered by said invoice. The remaining five percent (5%) thereof shall be retained as performance security to be paid to Contracting Party within sixty (60) days after final acceptance of the Services by the City Council of City, after Contracting Party has furnished City with a full release of all undisputed payments under this Agreement, if required by City. In the event there are any claims specifically excluded by Contracting Party from the operation of the release, City may retain proceeds (per Public Contract Code § 7107) of up to one hundred fifty percent (150%) of the amount in dispute. City’s failure to deduct or withhold shall not affect Contracting Party’s obligations under the Agreement.
3. Utility Relocation. City is responsible for removal, relocation, or protection of existing main or trunk-line utilities to the extent such utilities were not identified in the invitation for bids or specifications. City shall reimburse Contracting Party for any costs incurred in locating, repairing damage not caused by Contracting Party, and removing or relocating such unidentified utility facilities. Contracting Party shall not be assessed liquidated damages for delay arising from the removal or relocation of such unidentified utility facilities.
4. Trenches or Excavations. Pursuant to California Public Contract Code Section 7104, in the event the work included in this Agreement requires excavations more than four (4) feet in depth, the following shall apply:
(a) Contracting Party shall promptly, and before the following conditions are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law; (2) subsurface or latent physical conditions at the site different from those indicated by information about the site made available to bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Agreement. 221 CLICK HERE to Return to Agenda
Exhibit A
(b) City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in Contracting Party’s cost of, or the time required for, performance of any part of the work shall issue a change order per Section 1.8 of the Agreement. (c) in the event that a dispute arises between City and Contracting Party whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in Contracting Party’s cost of, or time required for, performance of any part of the work, Contracting Party shall not be excused from any scheduled completion date provided for by this Agreement, but shall proceed with all work to be performed under this Agreement. Contracting Party shall retain any and all rights provided either by contract or by law which pertain to the resolution of disputes and protests between the contracting Parties.
5. Safety. Contracting Party shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out the Services, Contracting Party shall at all times be in compliance with all applicable local, state, and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
6. Liquidated Damages. Since the determination of actual damages for any delay in performance of the Agreement would be extremely difficult or impractical to determine in the event of a breach of this Agreement, Contracting Party shall be liable for and shall pay to City the sum of One Thousand dollars ($1,000.00) as liquidated damages for each working day of delay in the performance of any of the Services required hereunder, as specified in the Schedule of Performance. In addition, liquidated damages may be assessed for failure to comply with the emergency call out requirements, if any, described in the Scope of Services. City may withhold from any moneys payable on account of the Services performed by Contracting Party any accrued liquidated damages. 222 CLICK HERE to Return to Agenda
Exhibit B
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in Section 2.4 of this Agreement, the maximum total compensation to be paid to Contracting Party under this Agreement is not to exceed Two Million Three Hundred Thiry-two Thousand Eight Hundred Sixty-Four Dollars and Sixty-Six Cents ($2,332,864.66) (“Contract Sum”). The Contract Sum shall be paid to Contracting Party in installment payments made on a monthly basis and in an amount identified in Contracting Party’s schedule of compensation attached hereto for the work tasks performed and properly invoiced by Contracting Party in conformance with Section 2.2 of this Agreement. 223 CLICK HERE to Return to Agenda
Sr. Engineering Manager Sr. Project Manager Sr. Technical Lead Project Manager Technical Lead Project Engineer Design Engineer II Design Engineer I Sr. Technician Survey Division Manager Project Surveyor II Asst Surveyor II Survey Technician II Chief of Party (OE 12)* 2-Person Field Crew (OE 12) * Sr. LAUD Project Manager Landscape Designer II Funding Specialist Project Accountant Sr. Project Coordinator EARTH MECHANICS FEHR & PEERS GPA WEBB MONUMENT SUB - REIMBURSABLES $398 $239 $265 $203 $214 $161 $142 $115 $145 $318 $192 $136 $126 $202 $379 $243 $117 $157 $129 $145 DBE Non-DBE DBE Non-DBE DBE
1.0 PROJECT MANAGEMENT/ADMINISTRATION (PHASE I)
1.1.1. Project Management (Phase I) 80 48 24 24 8 184 $6,123 $43,154 18,592 $61,747
1.1.2. Project Team Meetings (Phase I) 12 12 12 32 4 2 74 $12,178 7,400 3,091 491 $23,160
1.1.4. Quality Control and Quality Assurance (QC/QA) (Phase I) 4 8 12 16 40 $6,849 $6,849 Subtotal Task 1 0 96 8 60 0 48 0 48 0 0 4 0 0 0 0 2 0 0 24 8 298 $6,123 $62,182 $0 $7,400 $21,683 $0 $0 $491 $91,756
2.0 SURVEY (PHASE I)
2.1. Encroachment Permits and Permit(s) to Enter 4 8 12 32 56 $8,196 $8,196
2.2. Survey Research 2 8 2 12 $2,462 $2,462
2.3. Site Reconnaissance 8 8 16 16 48 $7,026 $7,026
2.4. Record Drawing Review 8 24 32 $4,048 $4,048
2.5. Surveying 4 4 8 4 12 32 50 36 2 152 $22,800 $53,339 $53,339
2.6. Monuments & Right of Way 2 8 48 12 2 72 $2,100 $15,638 $15,638
2.7. Locate Pothole Reference Marks 8 8 12 2 30 $5,170 $5,170 Subtotal Task 2 0 4 0 20 0 32 16 88 0 8 36 80 50 12 48 0 0 0 0 8 402 $24,900 $95,878 $0 $0 $0 $0 $0 $0 $95,878
3.0 UTILITY COORDINATION (PHASE I)
3.1.1. Utility 'A' Letters - Mapping Requests (Phase I) 4 24 28 $3,404 $3,404
3.1.2. Existing Utility Mapping (Phase I) 4 40 44 $5,244 $5,244
3.1.3. Utility Prior Rights Identification (Phase I) 4 12 16 12 44 $3,000 $9,889 $9,889 Subtotal Task 3 0 0 0 4 0 20 0 80 0 0 12 0 0 0 0 0 0 0 0 0 116 $3,000 $18,536 $0 $0 $0 $0 $0 $0 $18,536
4.0 GEOTECHNICAL ANALYSIS (PHASE I)
4.1. Preliminary Foundation Report 4 4 8 $1,457 10,000 $11,457 Subtotal Task 4 0 0 0 4 0 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8 $0 $1,457 $10,000 $0 $0 $0 $0 $0 $11,457
5.0 HYDRAULIC ANALYSIS (PHASE I)
5.2. Bridge Alternatives Hydraulic Analysis 4 4 8 $1,104 17,324 $18,428
5.3. Preliminary Roadway Drainage Report / Local Drainage Analysis 2 4 4 8 18 $3,103 11,863 $14,965 Subtotal Task 5 0 2 4 0 0 8 0 12 0 0 0 0 0 0 0 0 0 0 0 0 26 $0 $4,207 $0 $0 $0 $29,187 $0 $0 $33,393
6.0 ENVIRONMENTAL APPROVAL (PHASE I)
6.1. Project Initiation & Preliminary Environmental Study 4 12 24 8 48 $6,708 11,199 $17,906
6.2.1. Technical Studies - Air Quality & Greenhouse Gas 0 $0 4,734 $4,734
6.2.2. Technical Studies - NES 0 $0 23,111 403 $23,514
6.2.3. Technical Studies - Aquatic Resources Delineation 0 $0 20,666 403 $21,069
6.2.4. Technical Studies - Area of Potential Effects Map 0 $0 5,216 $5,216
6.2.6. Technical Studies - Paleontological Identification 0 $0 9,304 $9,304
6.2.7. Technical Studies - Archaeological Survey Report 0 $0 14,519 $14,519
6.2.8. Technical Studies - HPSR 0 $0 6,152 $6,152
6.2.10. Technical Studies - Phase I / Phase II SI Results 0 $0 21,931 $21,931
6.2.11. Technical Studies - Noise & Groundborne 0 $0 5,234 $5,234
6.2.12. Technical Studies - Abbreviated VIA 4 4 $972 11,550 164 $12,685
6.2.13. Technical Studies - Water Quality Report 0 $0 9,606 $9,606
6.3. VMT Screening Assessment 0 $0 2,800 $2,800
6.4. Initial Study / Mitigated Negative Declaration 0 $0 45,463 $45,463 Subtotal Task 6 0 0 0 0 4 12 0 24 8 0 0 0 0 0 0 4 0 0 0 0 52 $0 $7,680 $0 $2,800 $188,684 $0 $0 $970 $200,134
7.0 GEOMETRIC APPROVAL DRAWINGS (PHASE I) - 35% DESIGN
7.1. Preliminary Engineering 4 8 24 60 4 100 $14,421 $14,421
7.3. Bridge Type Selection Report & Meeting 8 16 100 16 40 180 $27,212 $27,212
7.4. Geometric Approval Drawings 4 4 8 24 40 120 4 8 212 $28,895 8,900 $37,795 Subtotal Task 7 0 4 16 32 0 48 140 196 40 0 0 0 0 0 0 8 8 0 0 0 492 $0 $70,529 $0 $8,900 $0 $0 $0 $0 $79,429 TOTAL HOURS (PHASE I) 0 106 28 120 4 172 156 448 48 8 52 80 50 12 48 14 8 0 24 16 1394 $34,023 Anticipated Salary Increases (PHASE I) $0 $0 $0 $0 $0 $0 $0 $0 TOTAL COST (PHASE I) $0 $25,381 $7,420 $24,392 $856 $27,687 $22,152 $51,520 $6,960 $2,544 $9,984 $10,880 $6,300 $2,424 $18,192 $3,402 $936 $0 $3,096 $2,320 $260,468 $10,000 $19,100 210,367 $29,187 $0 $1,462 $530,584
1.0 PROJECT MANAGEMENT/ADMINISTRATION (PHASE II)
1.2.1 Project Management (Phase II & III) 24 140 100 120 60 24 468 $93,929 4,000 1,400 $99,329
1.2.2. Project Team Meetings (Phase II & III) 20 24 24 32 8 12 120 $21,662 2,000 $23,662 Subtotal Task 1 24 160 0 124 0 144 0 32 0 0 8 0 0 0 0 12 0 0 60 24 588 $0 $115,591 $0 $0 $6,000 $0 $0 $1,400 $122,991
3.2 UTILITY COORDINATION (PHASE II)
3.2.1. Utility Potholing (8) (Phase II) 4 12 24 40 $19,200 $24,705 $24,705
3.2.2. Utility Coordination/Conflict Mapping (Phase II) 20 10 80 16 100 226 $32,855 $32,855 Subtotal Task 3 0 0 0 24 10 92 16 124 0 0 0 0 0 0 0 0 0 0 0 0 266 $19,200 $57,559 $0 $0 $0 $0 $0 $0 $57,559
8.0 FINAL PLANS, SPECIFICATIONS & ESTIMATE (PHASE II)
8.1.1. Geotechnical Investigations 0 $0 14,000 35,173 $49,173
8.1.2 Laboratory Testing 0 $0 10,000 $10,000
8.1.3. Geotechnical Engineering Analysis and Report 4 4 8 8 24 $3,979 60,116 $64,094
8.2. Regulatory Agency Permits 4 4 16 24 48 $7,106 50,951 $58,058
8.3. 65% Roadway Plans and Estimate 8 16 32 24 260 160 520 200 20 40 1280 $183,283 7,254 $190,537
8.3.1. 65% Sewer Relocation and Domestic Water Relocation Plans 4 32 60 40 136 $23,144 $23,144
8.4. 65% Unchecked Detail - Structure Plans and Estimate 16 60 240 360 240 916 $126,716 $126,716
8.5. Identify ROW Requirements 4 4 8 24 44 84 $12,406 $12,406
8.6. 90% Roadway PS&E 4 8 16 24 200 120 320 200 16 32 940 $135,290 2,300 $137,590
8.6.1 95% Sewer Relocation and Domestic Water Relocation Plans 24 32 32 88 $14,831 $14,831
8.7. Bridge Design Independent Check 16 40 200 256 $31,932 $31,932
8.8. 90% (Final) Structures PS&E 2 16 32 140 160 80 12 28 470 $67,612 $67,612
8.9. 100% PS&E 4 4 24 80 80 200 120 8 24 544 $76,286 1,400 $77,686
8.9.1 100% Sewer Relocation and Domestic Water Relocation Plans 2 16 44 20 82 $13,826 $13,826
8.10. Final PS&E 4 4 16 60 48 80 32 4 8 256 $37,492 1,200 $38,692
8.10.1 Final% Sewer Relocation and Domestic Water Relocation Plans 16 16 32 64 $10,544 $10,544
8.11. Final Drainage Report 0 $0 27,815 $27,815
Subtotal Task 8 14 50 88 208 96 800 952 1916 872 0 0 0 0 0 0 60 132 0 0 0 5188 $0 $744,446 $84,116 $12,154 $50,951 $27,815 $0 $35,173 $954,655
PHASE III
9.0 RIGHT OF WAY (PHASE III)
9.1. Plats & Descriptions 4 16 4 16 16 16 72 $11,020 $11,020
9.2. Utility Agreement(s) 4 24 48 60 136 $18,537 $18,537
9.3. Final ROW Requirements 2 2 4 12 24 44 $6,433 $6,433
9.4 ROW Appraisals 0 $0 1,232 26,250 $27,482
9.5 ROW Acquisition and Negotiation 0 $0 32,267 $32,267
9.6 Final ROW Certification 2 4 4 10 $1,583 5,048 $6,631 Subtotal Task 9 0 8 0 2 4 44 48 104 0 4 16 16 16 0 0 0 0 0 0 0 262 $0 $37,573 $0 $0 $0 $0 $38,547 $26,250 $102,370
PHASE IV
10.0 CONSTRUCTION SUPPORT (PHASE IV)
10.1. Bid Support (T&M) 12 20 60 92 $12,559 $12,559
10.2. Project Management (T&M) 24 8 16 8 24 80 $14,546 $14,546
10.3. Request for Information (RFI) (T&M) 32 24 48 80 16 40 240 $38,035 10,000 6,800 $54,835
10.4. Submittal Reviews (T&M) 8 8 24 48 88 $14,221 $14,221
10.5. Contract Change Orders (CCO’s) (T&M) 8 8 24 60 48 80 228 $34,352 $34,352
10.6. Record Drawings (T&M)+B253 8 8 40 100 100 256 $35,680 $35,680 Subtotal Task 10 0 80 0 60 32 208 196 320 0 0 0 0 0 0 0 16 40 0 8 24 984 $0 $149,393 $10,000 $6,800 $0 $0 $0 $0 $166,193 TOTAL HOURS (PHASE II/III/IV) 38 298 88 418 142 1288 1212 2496 872 4 24 16 16 0 0 88 172 0 68 48 7288 Anticipated Salary Increases (PHASE II/III/IV) $123,364 $4,849 $1,694 $0 $0 $1,875 $0 $131,782 TOTAL COST (PHASE II/III/IV) $15,112 $71,353 $23,320 $84,965 $30,388 $207,328 $172,104 $287,040 $126,440 $1,272 $4,608 $2,176 $2,016 $0 $0 $21,384 $20,124 $0 $8,772 $6,960 $19,200 $1,227,926 $98,965 $20,648 56,951 $27,815 $40,422 $62,823 $1,535,551
OPTIONAL TASKS
1.1.3. City Council Presentations (Phase I) - OPTIONAL 12 8 4 12 4 40 $7,151 $7,151
1.2.3. City Council Presentations (Phase II & III) - OPTIONAL 12 8 4 12 4 40 $7,151 $7,151
5.1. Regional Flow Rate Analysis - OPTIONAL 4 4 8 16 $2,762 34,918 $37,680
6.2.5. Technical Studies - Section 106/AB 52 Outreach - OPTIONAL 0 $0 3,546 $3,546
6.2.9. Technical Studies - Section 106 Outreach - OPTIONAL 0 $0 1,086 $1,086
6.2.14 Noise Study Report - OPTIONAL 0 $0 58,144 $58,144
6.2.15 Air Quality Report - OPTIONAL 0 $0 43,788 $43,788
6.2.16 Air Quality Conformity Assessment - OPTIONAL 0 $0 27,690 $27,690
7.2. Transportation Study - OPTIONAL 0 $0 4,500 1,300 $5,800
6.4.1. Administrative Draft Environmental Assessment - OPTIONAL 4 4 8 12 28 $4,439 26,260 $30,698
6.4.2. Draft Environmental Assessment - OPTIONAL 0 $0 11,091 $11,091
6.4.3. Final Environmental Assessment - OPTIONAL 0 $0 1,790 $1,790
8.3.2 Traffic Signal Modification Design - OPTIONAL 0 $0 16,000 $16,000
8.3.3 Traffic Signal Interconnect - OPTIONAL 0 $0 9,200 $9,200
8.6.2 Contract Specifications and Special Provisions Env Support - 0 $0 5,916 $5,916 Subtotal Optional Tasks 0 32 0 20 0 20 0 36 8 0 0 0 0 0 0 0 0 8 0 0 124 $0 $21,503 $0 29,700 $179,309 $34,918 $0 $1,300 $266,730 TOTAL HOURS - OPTIONAL 0 32 0 20 0 20 0 36 8 0 0 0 0 0 0 0 0 8 0 0 124 TOTAL COST - OPTIONAL $0 $7,662 $0 $4,065 $0 $3,219 $0 $4,140 $1,160 $0 $0 $0 $0 $0 $0 $0 $0 $1,256 $0 $0 $21,503 $0 $29,700 179,309 $34,918 $0 $1,300 $266,730 TOTAL LABOR - BASE + OPTIONAL $15,112 $104,396 $30,740 $113,422 $31,244 $238,234 $194,256 $342,700 $134,560 $3,816 $14,592 $13,056 $8,316 $2,424 $18,192 $24,786 $21,060 $1,256 $11,868 $9,280 $1,333,310 $104,116 $67,754 $446,628 $91,920 $38,547 - $2,082,274 TOTAL HOURS - BASE + OPTIONAL 38 436 116 558 146 1480 1368 2980 928 12 76 96 66 12 48 102 180 8 92 64 8806 492 405 1698 516 375 - 12292 TOTAL REIMBURSABLES $53,223 $35,173 $1,300 $1,462 $0 $27,650 - $118,808 $123,364 $4,849 $1,694 $0 $0 $1,875 - $131,782
TOTAL COST - BASE + - OPTIONAL $15,112 $104,396 $30,740 $113,422 $31,244 $238,234 $194,256 $342,700 $134,560 $3,816 $14,592 $13,056 $8,316 $2,424 $18,192 $24,786 $21,060 $1,256 $11,868 $9,280 $1,509,897 $144,138 $70,748 $448,089 $91,920 $68,072 $65,585 $2,332,865 TOTAL ANTICIPATED SALARY INCREASE (BASE + OPTIONAL)
PHASE II
PHASE 1
COST PROPOSAL FOR PROJECT SCOPE: La Quinta- Avenue 50 over the La Quinta Evacuation Channel - Federal Project No. BR-NBIL(547); City Project No. 2019-02
TOTAL COST
Subconsultants REIMBURSABLES Hours MT TOTAL
Please note that the rates shown are for estimating purposes only.
See rate schedule for actual rates/ranges. 2/13/2024
224 CLICK HERE to Return to Agenda
INSPECTOR GENERAL
Financial Document Review (FDR) Request Form
• To be completed by Local Public Agencies (LPA) - one per contract. • For new proposed Architectural & Engineering (A&E) consultant LPA contracts of $1 million or greater. • For amendments, use only when there are additional subconsultants or changes in Indirect Cost Rate (ICR).
Email to:
[email protected] Date:
California State Department of Transportation
Attention: Financial Document Review Manager
Federal/State
Project Number:
Check one: New Contract Amendment Other
A&E Contract Number: Total Contract or Amended Amount of:
Prime Consultant Full Legal Name:
Project Description:
All Primes and Safe Harbor Rate (SHR) Applicants must be listed below. In addition, complete below for all Sub-Consultant(s) with estimated contract costs of $500,000 and above on this contract. Sub-consultant(s) with less than an estimated contract cost of $500,000 do not need to be included unless they are SHR applicants: (Add pages if necessary.)
Caltrans ICR Acceptance
Consultant’s Name: Estimated Contract Cost Category ID # (if available) form’s Checklist seen on following page.
Name (Print): Title:
Signature:
Name of Local Agency and Department:
Address:
Phone: Email:
1 2/13/2024
BR-NBIL(547)
(describe)
$2,332,864.66
Mark Thomas & Company, Inc.
Engineering Services for Avenue 50 Bridge Project
1 L2024-1768
D2024-1241
Mark Thomas & Company $1,509,897.47
$144,138.28
3 $70,747.92 3
$448,089.29
Earth Mechanics
Fehr & Peers
GPA 3
Monument ROW $68,071.85 3
Albert A. Webb Associates $91,919.85
78495 Calle Tampico. La Quinta, CA 92253
(760) 777-7041
1 225 CLICK HERE to Return to Agenda
CHECKLIST
FDR Requirements for A&E Consultant Indirect Cost Rate
•
• Prime and all sub-consultant(s) with estimated contract costs of $500,000 and above must provide the documents marked below based on their applicable category.
Instructions
•
•
be submitted.
•
as an accepted ID # for the applicable period then include that number on the schedule on page 1. For those consultants no additional documentation needs to be submitted at this time. For consultants with acceptance ID#, please leave category blank.
documents as deemed necessary.
CATEGORY 1: CATEGORY 2: CATEGORY 3: CATEGORY 4: Type of Financial Consultants with Consultants Consultants with CPA Consultants with Documents and Cognizant Approval Audited ICR Reports Participation Amount Information for ICR Letter for ICR FYE Harbor Rate of $500K or Greater FYE Proposed Proposed and No CPA Report Paycheck Protection
Program (PPP) Loan
Questionnaire
Costs and Financial
Management System
Form
CPA Audited ICR
Report and Schedule
(Prime Consultant
must have a CPA
Audited ICR
Schedule)
ICR Schedule with
FAR References for
Disallowed Costs (a)
Cognizant Approval
Letter for the ICR FYE
proposed
AASHTO Internal
Control Questionnaire
Appendix B
(a) See Table 8-1 of the AASHTO Audit Guide for a listing of common unallowable costs. 2 226 CLICK HERE to Return to Agenda
CATEGORY 1: CATEGORY 2: CATEGORY 3: CATEGORY 4: Type of Financial Consultants with Consultants Consultants with CPA Consultants with Documents and Cognizant Approval Audited ICR Reports Participation Amount Information for ICR Letter for ICR FYE Harbor Rate of $500K or Greater FYE Proposed Proposed and No CPA Report Post-Closing
Trial Balance and
Supplemental
Reconciliation
Schedule (to tie
the proposed ICR
Schedule to the Trial
Balance)
Uncompensated
Overtime Adjustments
Executive
Compensation
Analysis (ECA)
Related Party Rent
Analysis
Safe Harbor Rate:
of Eligibility of Contract
Costs and Financial
Management System
After the review of this form, some or all of the documents listed below may be requested:
Prior Year ICR
Schedule
Chart of Accounts
Income Statement
Vacation/Sick Policy
Bonus Policy
and Other Direct Costs
Schedules
Following documents can be retrieved from: https://oig.dot.ca.gov/resources • Paycheck Protection Program (PPP) Loan Questionnaire
•
• AASHTO Internal Control Questionnaire Appendix B
•
System
3 227 CLICK HERE to Return to Agenda
California Department of Transportation
Paycheck Protection Program (PPP) Loan Questionnaire
Background
The Federal Highway Administration (FHWA) issued Memorandum HCFB-30 dated March 24, 2021, which necessary to comply with 48 CFR Part 31.
Guidance
Questions
Y s No
no
Total Amount Received:
1 Mark Thomas & Company, Inc.
Kimberly Post
Chief Financial Officer
(916) 381-9100
[email protected]
$ 4,042,600.00
$4,042,600.00
228 CLICK HERE to Return to Agenda
Total:
Instructions:
Yes No
I certify that to the best of my knowledge and belief this questionnaire is a complete and accurate representation of the above-named organization’s treatment of PPP loans. 2 $4,042,600.00
(Describe)
$4,042,600.00
No, there was no federally funded related direct labor cost that was reallocated to the indirect cost schedule.
Kimberly Post Chief Financial Officer
229 CLICK HERE to Return to Agenda
Cost Proposal 1
Cost Plus Fixed Fee or Lump Sum
Prime Consultant Subconsultant 2nd Tier Subconsultant
Consultant: Mark Thomas & Company, Inc.
Project No. Contract No. Date 2/13/2024
Range Hours Actual Hourly Rate Total
Principal $138 - $165 $ 154.50 $ -
Sr. Engineering Manager $112 - $148 38 $ 144.23 $ 5,480.74 Sr. Engineering Manager $112 - $148 $ 137.82 $ -
Engineering Manager $105 - $126 $ 115.69 $ -
Design Manager $101 - $126 $ 115.69 $ -
Sr. Project Manager $75 - $107 436 $ 86.84 $ 37,862.24
Sr. Project Manager $75 - $107 $ 96.11 $ -
Sr. Technical Lead $75 - $107 116 $ 96.11 $ 11,148.75
Project Manager $62 - $88 $ 77.61 $ -
Project Manager $62 - $88 558 $ 73.72 $ 41,135.76
Technical Lead $62 - $88 146 $ 77.61 $ 11,331.54
Sr. Project Engineer $56 - $78 $ 67.46 $ -
Sr. Technical Engineer $56 - $78 $ 67.46 $ -
Project Engineer $50 - $70 $ 59.48 $ -
Project Engineer $50 - $70 1480 $ 58.38 $ 86,402.40
Civil Engineering Designer $40 - $67 $ 56.94 $ -
Design Engineer II $38 - $62 1368 $ 51.50 $ 70,452.55
Design Engineer I $30 - $52 2980 $ 41.71 $ 124,290.06
Sr. Planner $38 - $62 $ 51.50 $ -
Planner II $31 - $53 $ 42.80 $ -
Planner I $28 - $45 $ 34.09 $ -
Sr. Technician $40 - $63 928 $ 52.59 $ 48,802.07
Technician $23 - $46 $ 35.18 $ -
Intern $17 - $34 $ 23.94 $ -
Survey Division Manager $85 - $126 12 $ 115.33 $ 1,383.98 Survey Manager II $74 - $96 $ 87.77 $ -
Survey Manager I $69 - $89 $ 78.70 $ -
Project Surveyor III $65 - $91 $ 80.51 $ -
Project Surveyor II $60 - $80 76 $ 69.63 $ 5,292.21
Project Surveyor I $52 - $75 $ 64.19 $ -
Asst Surveyor III $45 - $65 $ 54.76 $ -
Asst Surveyor II $41 - $60 96 $ 49.32 $ 4,735.14
Asst Surveyor I $35 - $54 $ 43.88 $ -
Survey Specialist III $58 - $87 $ 76.53 $ -
Survey Specialist II $45 - $69 $ 58.75 $ -
Survey Specialist I $35 - $56 $ 45.70 $ -
Lead Survey Technician $46 - $67 $ 56.94 $ -
Survey Technician III $37 - $60 $ 49.32 $ -
Survey Technician II $34 - $56 66 $ 45.70 $ 3,016.04
Survey Technician I $19 - $51 $ 40.26 $ -
Chief of Party (OE3)* $55 - $73 $ 62.02 $ -
Instrumentperson (OE3)* $51 - $67 $ 56.58 $ -
Chainperson (OE3)* $48 - $65 $ 54.76 $ -
Apprentice (OE3)* $28 - $50 $ 39.53 $ -
2-Person Crew (OE3)* $103 - $129 $ 118.96 $ -
Note: Mark-ups are Not Allowed
La Quinta Ave 50 - BR-NBIL(547)
DIRECT LABOR
Classification/Title Name
Paul Mittica*
Victor Sherby*
Pat Somerville*
Kimberly Barling*
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3-Person Crew (OE3)* $133 - $169 $ 158.85 $
-
Utility Locator (PW North)* $44 - $60 $ 49.32 $ -
2-Person Utility Locate (PW North)* $90 - $108 $ 97.20 $ - Chief of Party (OE12)* $64 - $84 12 $ 73.26 $ 879.13
Instrumentperson (OE12)* $58 - $77 $ 66.01 $ -
Chainperson (OE12)* $58 - $75 $ 64.19 $ -
Apprentice (OE12)* $24 - $50 $ 39.53 $ -
2-Person Crew (OE12)* $122 - $148 48 $ 137.46 $ 6,597.85 3-Person Crew (OE12)* $146 - $186 $ 175.54 $ -
Utility Locator (PW South)* $62 - $78 $ 67.82 $ -
2-Person Utility Locate (PW South)* $125 - $148 $ 137.46 $ -
LAUD Division Manager $85 - $104 $ 93.93 $ -
Sr. LAUD Project Manager $77 - $99 102 $ 88.13 $ 8,989.36 LAUD Project Manager $65 - $87 $ 76.53 $ -
Sr. Landscape Architect $41 - $70 $ 59.12 $ -
Landscape Architect $38 - $64 $ 53.68 $ -
Landscape Designer II $33 - $53 180 $ 42.43 $ 7,638.02
Landscape Designer I $27 - $45 $ 34.09 $ -
Landscape Intern $17 - $34 $ 23.94 $ -
District Manager-Engineer $110 - $133 $ 122.22 $ -
Deputy District Manager $97 - $120 $ 109.89 $ -
Operations Manager $78 - $106 $ 95.38 $ -
Sr. Sanitary Project Engineer $68 - $95 $ 84.87 $ -
Sanitary Project Engineer $57 - $85 $ 74.71 $ -
Associate Sanitary Engineer $54 - $75 $ 64.19 $ -
Assistant Sanitary Engineer $48 - $67 $ 56.22 $ -
Sr. Inspector* $42 - $60 $ 49.32 $ -
Inspector* $34 - $52 $ 41.35 $ -
Inspector - Apprentice* $21 - $40 $ 29.38 $ -
Area Manager - CM $105 - $145 $ 134.19 $ -
Division Manager - CM $105 - $134 $ 123.31 $ -
Sr. Resident Engineer $90 - $118 $ 107.35 $ -
Sr. Project Manager - CM $80 - $112 $ 101.91 $ -
Project Manager - CM $72 - $103 $ 92.85 $ -
Resident Engineer $72 - $103 $ 92.12 $ -
Project Controls/Scheduler $53 - $88 $ 77.25 $ -
Inspector - CM* $43 - $88 $ 77.61 $ -
Asst. Resident Engineer* $55 - $89 $ 78.70 $ -
Office Engineer $38 - $66 $ 55.85 $ -
Office Technician $22 - $40 $ 29.38 $ -
Expert Witness $170 - $185 $ 179.16 $ -
Strategic Consulting $170 - $185 $ 179.16 $ -
Funding Manager $88 - $114 $ 103.36 $ -
Sr. Funding Specialist $52 - $78 $ 67.10 $ -
Funding Specialist $38 - $678 $ 56.94 $ 455.52
Project Accountant Manager $55 - $78 $ 67.10 $ -
Sr. Project Accountant $41 - $63 $ 52.95 $ -
Project Accountant $36 - $57 92 $ 46.79 $ 4,304.27
Sr. Project Coordinator $43 - $63 64 $ 52.59 $ 3,365.66 Project Coordinator $33 - $52 $ 41.71 $ -
Sr. Project Assistant $34 - $52 $ 41.35 $ -
Project Assistant $24 - $42 $ 31.92 $ -
Sr. Technical Writer $35 - $59 $ 48.96 $ -
Technical Writer $21 - $42 $ 31.92 $ -
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Sr. Graphic Manager $50 - $73 $ 62.74 $ -
Sr. Graphic Designer $40 - $64 $ 53.68 $ -
Graphic Designer $35 - $56 $ 45.70 $ -
LABOR COSTS
$ 483,563.30
$ 44,741.69
c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ 528,304.99
INDIRECT COSTS
95.61% ) e) Total Fringe Benefits [(c) x (d)] $ 505,112.40
55.05% ) g) Overhead [(c) x (f)] $ 290,831.90
) i) Gen & Admin [(c) x (h)] $ -
j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ 795,944.30
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee: 10% $ 132,424.93 l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Quantity Unit Unit Cost Total
9150 MILES $ 0.66 $ 5,993.25
200 SHEETS $ 0.05 $ 10.00
8 EA $ 15.00 $ 120.00
1 LS $ 3,000.00 $ 3,000.00
2 EA $ 1,050.00 $ 2,100.00
8 EA $ 2,400.00 $ 19,200.00
2 DAY $ 400.00 $ 800.00
2 LS $ 4,000.00 $ 8,000.00
1 DAY $ 7,500.00 $ 7,500.00
1 LS $ 6,500.00 $ 6,500.00
l) TOTAL OTHER DIRECT COSTS $ 53,223.25
m) SUBCONSULTANTS' COSTS (Add additional pages if necessary) Albert A. Webb Associates $ 91,919.85
Earth Mechanics $ 144,138.28
Fehr & Peers $ 70,747.92
GPA $ 448,089.29
Monument ROW $ 68,071.85
m) TOTAL SUBCONSULTANTS' COSTS 822,967.19 $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] $ 876,190.44 TOTAL COST [(c) + (j) + (k) + (n)] $ 2,332,864.66
NOTES:
1. 2.
3. a) Subtotal Direct Labor Costs
b) Anticipated Salary Increases (see page 2 for calculation) Preliminary Title Reports
Potholing
Pier Diem/Hotel
Traffic Control
Mobile Scanner
Subconsultant 4:
d) Fringe Benefits (Rate:
f) Overhead & G&A (Rate:
h) General & Admin (Rate:
Description of Item
Mileage (IRS Rate)
Structure/Quantity Calculations
Overnight Mail/Mail
Utility Prior Rights Identification
The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant's annual accounting period and established by a cognizant agency or accepted by Caltrans.
Anticipated salary increases calculation (page 2) must accompany.
Aerial Mapping
Subconsultant 1:
Subconsultant 2:
Subconsultant 3:
Subconsultant 5:
Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals. 232 CLICK HERE to Return to Agenda
Consultant
Project No. Contract No. Date 2/13/2024
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$ 483,563.30 = $ 54.91 Year 1 Avg Hourly Rate
Avg Hourly Rate
Year 1 $ 54.91 + = $ 57.66 Year 2 Avg Hourly Rate
Year 2 $ 57.66 + = $ 60.54 Year 3 Avg Hourly Rate
Year 3 $ 60.54 + = $ 63.57 Year 4 Avg Hourly Rate
Year 4 $ 63.57 + = $ 66.75 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 0.00% * = 0.0 Estimated Hours Year 1
Year 2 40.00% * = 3522.4 Estimated Hours Year 2
Year 3 40.00% * = 3522.4 Estimated Hours Year 3
Year 4 20.00% * = 1761.2 Estimated Hours Year 4
Total 100% = 8806.0
Year 1 $ 54.91 * = $ - Estimated Hours Year 1
Year 2 $ 57.66 * = $ 203,096.58 Estimated Hours Year 2
Year 3 $ 60.54 * = $ 213,251.41 Estimated Hours Year 3
Year 4 $ 63.57 * = $ 111,956.99 Estimated Hours Year 4
= $ 528,304.99
= $ 483,563.30
= $ 44,741.69 Transfer to Page 1
NOTES:
1. 2.
3. 4.
CALCULATIONS FOR ANTICIPATED SALARY INCREASES
Mark Thomas & Company
La Quinta Ave 50 - BR-NBIL(547)
Direct Labor Subtotal before Escalation
Estimated total of Direct Labor Salary Increase
This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology).
This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
Calculations for anticipated salary escalation must be provided. 3522
3522
1761
Total Direct Labor Cost with Escalation
Proposed Escalation
5%
Total Hours
per Cost Proposal per Cost Proposal
8806
Total
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate Estimated hours
5%
Direct Labor Subtotal
Cost per Year
(calculated above) (calculated above)
0 Completed Each Year per Cost Proposal
8806.0
8806.0
8806.0
8806.0
5%
5%
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Total Hours
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) 233 CLICK HERE to Return to Agenda
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Proceedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement. Local governments are responsible for applying only cognizant agency or Caltrans accepted Indirect Cost Rate(s).
Name: Zach Siviglia Title *: President
Signature: Date of Certification: 2/13/2024
Email: [email protected] Phone number: (949) 477-9000 Address: 2121 Alton Parkway, Suite 210, Irvine, CA 92606 List services the consultant is providing under the proposed contract:
* An individual executive or financial officer of the consultant's or subconsultant's organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
Certification of Direct Costs:
Prime Consultant or Subconsultant Certifying:
234 CLICK HERE to Return to Agenda
&HUWL¿FDWLRQRI,QGLUHFW&RVWVDQG)LQDQFLDO0DQDJHPHQW6\VWHP,QGHSHQGHQW2I¿FHRI$XGLWVDQG,QYHVWLJDWLRQV5HYLVHG
Inspector General
California Department of Transportation
Certification of Indirect Costs and Financial Management System (Note: If a Safe Harbor Indirect Cost Rate is approved, this form is not required) Consultant’s Full Legal Name:
Important: Consultant means the individual or consultant providing engineering and design related services as a party of a contract with a recipient or sub-recipient of Federal assistance. Therefore, the Indirect Cost Rate(s) shall not be combined with its parent company or subsidiaries.
Indirect Cost Rate (ICR):
Combined Rate: Or
+RPH2ႈFH5DWH
DQG)LHOG2ႈFH5DWH
LIDSSOLFDEOH
Facilities Capital Cost of Money (if applicable):
Fiscal Period:*
* Fiscal period is annual one year applicable accounting period that the ICR was developed (not the contract period). The ICR is based on the FRQVXOWDQW¶VRQH\HDUDSSOLFDEOHDFFRXQWLQJSHULRGIRUZKLFKILQDQFLDOVWDWHPHQWVDUHUHJXODUO\SUHSDUHGE\WKHFRQVXOWDQW ,KDYHUHYLHZHGWKHSURSRVDOWRHVWDEOLVKDQ,&5
V
IRUWKHILVFDOSHULRGDVVSHFLILHGDERYHDQGKDYHGHWHUPLQHG to the best of my knowledge and belief that:
• All costs included in the cost proposal to establish the ICR(s) are allowable in accordance with the cost principles of the Federal Acquisition Regulation (FAR) 48, Code of Federal Regulations (CFR), Chapter 1, Part 31 (48 CFR Part 31)
• The cost proposal does not include any costs which are expressly unallowable under the cost principles of 48 CFR Part 31
• The accounting treatment and billing of prevailing wage delta costs are consistent with our prevailing wage policy as either direct labor, indirect costs, or other direct costs on all federally-funded A&E Consultant Contracts.
• $OONQRZQPDWHULDOWUDQVDFWLRQVRUHYHQWVWKDWKDYHRFFXUUHGVXEVHTXHQWWR\HDUHQGDIIHFWLQJWKHFRQVXOWDQW¶V RZQHUVKLSRUJDQL]DWLRQDQGLQGLUHFWFRVWUDWHVKDYHEHHQGLVFORVHGDVRIWKHGDWHRIWKLVFHUWLILFDWLRQ I am providing the required and applicable documents as instructed on the Financial Document Review Request form.
Financial Management System:
2XUODERUFKDUJLQJMREFRVWLQJDQGDFFRXQWLQJV\VWHPVPHHWWKHVWDQGDUGVIRU¿QDQFLDOUHSRUWLQJDFFRXQWLQJ records, and internal control adequate to demonstrate that costs claimed have been incurred, appropriately accounted for, are allocable to the contract, and comply with the federal requirements as set forth in Title 23 United States Code (U.S.C.) Section 112(b)(2); 48 CFR Part 31.201-2(d); 23 CFR, Chapter 1, Part 172.11(a)(2); and all applicable state and federal rules and regulations. 2XU¿QDQFLDOPDQDJHPHQWV\VWHPKDVWKHIROORZLQJDWWULEXWHV
• Account numbers identifying allowable direct, indirect, and unallowable cost accounts; • Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into separate cost accounts;
1 Mark Thomas & Company, Inc.
150.66
01/01/2022 - 12/31/2022
235 CLICK HERE to Return to Agenda
&HUWL¿FDWLRQRI,QGLUHFW&RVWVDQG)LQDQFLDO0DQDJHPHQW6\VWHP,QGHSHQGHQW2I¿FHRI$XGLWVDQG,QYHVWLJDWLRQV5HYLVHG
• Ability to accumulate and segregate allowable direct costs by project, contract and type of cost; • ,QWHUQDOFRQWUROVWRPDLQWDLQLQWHJULW\RIILQDQFLDOPDQDJHPHQWV\VWHP
• Ability to account and record costs consistently and to ensure costs billed are in compliance with FAR; • Ability to ensure and demonstrate costs billed reconcile to general ledgers and job costing system; and • Ability to ensure costs are in compliance with contract terms and federal and state requirementV Cost Reimbursements on Contracts:
I also understand that failure to comply with 48 CFR Part 16.301-3 or knowingly charge unallowable costs to Federal-Aid Highway Program (FAHP) contracts may result in possible penalties and sanctions as provided by the following:
• Sanctions and Penalties - 23 CFR Part 172.11(c)(4)
• False Claims Act - Title 31 U.S.C. Sections 3729-3733 • Statements or entries generally - Title 18 U.S.C. Section 1001 • Major Fraud Act - Title 18 U.S.C. Section 1031
All A&E Contract Information:
• Total participation amount ___________________ on all State and FAHP contracts for Architectural & (QJLQHHULQJVHUYLFHVWKDWWKHFRQVXOWDQWUHFHLYHGLQWKHODVWWKUHHILVFDOSHULRGV • The number of states in which the consultant does business is • Years of consultant’s experience with 48 CFR Part 31 is • ,GHQWLI\WKHW\SHRIDXGLWVOLVWHGEHORZWKDWWKHFRQVXOWDQWKDVKDGSHUIRUPHG LIDSSOLFDEOH
Cognizant ICR Audit Local Govt ICR Audit
Caltrans ICR Audit
CPA ICR Audit Federal Govt ICR Audit
I, the undersigned, certify all of the above to the best of my knowledge and belief and that I have reviewed the ICR Schedule to determine that any costs which are expressly unallowable under the Federal cost principles have been removed and comply with Title 23 U.S.C. Section 112(b)(2), 48 CFR Part 31, 23 CFR Part 172, and all applicable state and federal rules and regulations. I also certify that I understand that all documentation of compliance must be retained by the consultant. I hereby acknowledge that costs that are noncompliant with the federal and state requirements are not eligible for reimbursement and must be returned to Caltrans.
Name
** Title**:
Signature: Date:
Phone**: Email**:
$QLQGLYLGXDOH[HFXWLYHRU¿QDQFLDORႈFHURIWKHFRQVXOWDQW¶VRUVXEFRQVXOWDQW¶VRUJDQL]DWLRQDWDOHYHOQRORZHUWKDQD 9LFH3UHVLGHQWD&KLHI)LQDQFLDO2ႈFHURUHTXLYDOHQWZKRKDVDXWKRULW\WRUHSUHVHQWWKH¿QDQFLDOLQIRUPDWLRQXVHGWR establish the indirect cost rate.
Note: Both prime and subconsultants as parties of a contract must complete their own forms. Caltrans will not SURFHVVORFDODJHQF\¶VLQYRLFHVXQWLODFRPSOHWHIRUPLVDFFHSWHGDQGDSSURYHGE\WKH,QGHSHQGHQW2ႈFHRI Audits and Investigations.
2 159,769,574.55
1 30 + years
Zach Siviglia
✔
President
(949) 477-9000 [email protected]
02/13/2024
236 CLICK HERE to Return to Agenda
237 CLICK HERE to Return to Agenda
Consultant: ICR: Fee: Esc (%) Caltrans Acceptance ID #:
Mark Thomas & Company, Inc. 150.66% 10% 3% L2024-1768
238 CLICK HERE to Return to Agenda
Cost Proposal 1
Cost Plus Fixed Fee or Lump Sum
Prime Consultant Subconsultant 2nd Tier Subconsultant
Consultant: Albert A. Webb Associates
Project No. Contract Date 2/7/2024
Range Hours Actual/Average
Hourly Rate Total
Principal II/Practice Leader $85 - $96 93 $ 90.27 $ 8,395.14 Principal I/Senior Engineer $74 - $86 99 $ 79.33 $ 7,853.67 Associate II/Associate Engineer $40 - $60 260 $ 49.12 $ 12,771.20 Project Coordinator $20 - $30 64 $ 25.50 $ 1,632.00
$ - $ -
$ - $ -
$ - $ -
LABOR COSTS
$ 30,652.01
$ -
c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ 30,652.01
INDIRECT COSTS
56.48% ) e) Total Fringe Benefits [(c) x (d)] 17,312.25 $ 116.14% ) g) Overhead [(c) x (f)] 35,599.24 $
) i) Gen & Admin [(c) x (h)] $ -
j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ 52,911.50
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee: 10% $ 8,356.35 l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Quantity Unit Unit Cost Total
Miles $ - $ -
Cost $ - $ -
Cost $ - $ -
Cost $ - $ -
Cost $ - $ -
Cost $ - $ -
l) TOTAL OTHER DIRECT COSTS $ -
m) SUBCONSULTANTS' COSTS (Add additional pages if necessary) m) TOTAL SUBCONSULTANTS' COSTS $ -
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] $ - TOTAL COST [(c) + (j) + (k) + (n)] $ 91,919.85
NOTES:
1. 2.
3. Note: Mark-ups are Not Allowed
BR-NBIL(547) La Quinta- Ave 50 Evac Channel; 2019-02
DIRECT LABOR
Classification/Title Name
Ash Ai
Joseph Caldwell*
Ranjit Singh
Tiana Mundell
Printing
a) Subtotal Direct Labor Costs
b) Anticipated Salary Increases (see page 2 for calculation) Subconsultant 1:
d) Fringe Benefits (Rate:
f) Overhead & G&A (Rate:
h) General & Admin (Rate:
Description of Item
Mileage - IRS Rate
Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
Transportation
Conference Calls
Title Reports
Permit Fees
The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant's annual accounting period and established by a cognizant agency or accepted by Caltrans.
Anticipated salary increases calculation (page 2) must accompany. 239 CLICK HERE to Return to Agenda
Consultant
Project No. Contract Date 2/7/2024
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$ 30,652.01 = $ 59.40 Year 1 Avg Hourly Rate
Avg Hourly Rate
Year 1 $ 59.40 + = $ 59.40 Year 2 Avg Hourly Rate
Year 2 $ 59.40 + = $ 59.40 Year 3 Avg Hourly Rate
Year 3 $ 59.40 + = $ 59.40 Year 4 Avg Hourly Rate
Year 4 $ 59.40 + = $ 59.40 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 40.00% * = 206.4 Estimated Hours Year 1
Year 2 30.00% * = 154.8 Estimated Hours Year 2
Year 3 30.00% * = 154.8 Estimated Hours Year 3
Year 4 0.00% * = 0.0 Estimated Hours Year 4
Year 5 0.00% * = 0.0 Estimated Hours Year 5
Total 100% = 516.0
Year 1 $ 59.40 * = $ 12,260.80 Estimated Hours Year 1
Year 2 $ 59.40 * = $ 9,195.60 Estimated Hours Year 2
Year 3 $ 59.40 * = $ 9,195.60 Estimated Hours Year 3
Year 4 $ 59.40 * = $ - Estimated Hours Year 4
Year 5 $ 54.12 * = $ - Estimated Hours Year 5
= $ 30,652.01
= $ 30,652.01
= $ - Transfer to Page 1
NOTES:
1. 2.
3. 4.
Total Hours
per Cost Proposal per Cost Proposal
516
CALCULATIONS FOR ANTICIPATED SALARY INCREASES
Albert A. Webb Associates
BR-NBIL(547) La Quinta- Ave 50 Evac Channel; 2019-02
Direct Labor Subtotal
Direct Labor Subtotal before Escalation
Estimated total of Direct Labor Salary Increase
This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology).
This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
Calculations for anticipated salary escalation must be provided. 155
155
0 0
Total Direct Labor Cost with Escalation
Cost per Year
(calculated above) (calculated above)
516.0
Total
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) 206
Completed Each Year per Cost Proposal
516.0
516.0
516.0
516.0
Avg Hourly Rate Estimated hours
Estimated % Total Hours
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Proposed Escalation
0%
0%
0%
0%
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) 240 CLICK HERE to Return to Agenda
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Proceedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement. Local governments are responsible for applying only cognizant agency or Caltrans accepted Indirect Cost Rate(s).
Name: Kevin Ferguson Title *: Chief Development Officer Signature: Date of Certification: 2/7/2024
Email: [email protected] Phone number: (951) 830-1830 Address: 3788 McCray Street, Riverside, CA 92506
List services the consultant is providing under the proposed contract:
Certification of Direct Costs:
Prime Consultant or Subconsultant Certifying:
* An individual executive or financial officer of the consultant's or subconsultant's organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
241 CLICK HERE to Return to Agenda
Inspector General
California Department of Transportation
Certification of Indirect Costs and Financial Management System (Note: If a Safe Harbor Indirect Cost Rate is approved, this form is not required) Consultant’s Full Legal Name:
Important: Consultant means the individual or consultant providing engineering and design related services as a party of a contract with a recipient or sub-recipient of Federal assistance. Therefore, the Indirect Cost Rate(s) shall not be combined with its parent company or subsidiaries.
Indirect Cost Rate (ICR):
Combined Rate: Or
Facilities Capital Cost of Money (if applicable):
Fiscal Period:*
* Fiscal period is annual one year applicable accounting period that the ICR was developed (not the contract period). The ICR is based on the to the best of my knowledge and belief that:
• All costs included in the cost proposal to establish the ICR(s) are allowable in accordance with the cost principles of the Federal Acquisition Regulation (FAR) 48, Code of Federal Regulations (CFR), Chapter 1, Part 31 (48 CFR Part 31)
• The cost proposal does not include any costs which are expressly unallowable under the cost principles of 48 CFR Part 31
• The accounting treatment and billing of prevailing wage delta costs are consistent with our prevailing wage policy as either direct labor, indirect costs, or other direct costs on all federally-funded A&E Consultant Contracts.
•
I am providing the required and applicable documents as instructed on the Financial Document Review Request form.
Financial Management System:
records, and internal control adequate to demonstrate that costs claimed have been incurred, appropriately accounted for, are allocable to the contract, and comply with the federal requirements as set forth in Title 23 United States Code (U.S.C.) Section 112(b)(2); 48 CFR Part 31.201-2(d); 23 CFR, Chapter 1, Part 172.11(a)(2); and all applicable state and federal rules and regulations. • Account numbers identifying allowable direct, indirect, and unallowable cost accounts; • Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into separate cost accounts;
1 Albert A. Webb Associates
172.62
01/01/22 - 12/31/22
242 CLICK HERE to Return to Agenda
• Ability to accumulate and segregate allowable direct costs by project, contract and type of cost; •
• Ability to account and record costs consistently and to ensure costs billed are in compliance with FAR; • Ability to ensure and demonstrate costs billed reconcile to general ledgers and job costing system; and • Ability to ensure costs are in compliance with contract terms and federal and state requirement Cost Reimbursements on Contracts:
I also understand that failure to comply with 48 CFR Part 16.301-3 or knowingly charge unallowable costs to Federal-Aid Highway Program (FAHP) contracts may result in possible penalties and sanctions as provided by the following:
• Sanctions and Penalties - 23 CFR Part 172.11(c)(4)
• False Claims Act - Title 31 U.S.C. Sections 3729-3733 • Statements or entries generally - Title 18 U.S.C. Section 1001 • Major Fraud Act - Title 18 U.S.C. Section 1031
All A&E Contract Information:
• Total participation amount ___________________ on all State and FAHP contracts for Architectural & • The number of states in which the consultant does business is • Years of consultant’s experience with 48 CFR Part 31 is •
Cognizant ICR Audit Local Govt ICR Audit
Caltrans ICR Audit
CPA ICR Audit Federal Govt ICR Audit
I, the undersigned, certify all of the above to the best of my knowledge and belief and that I have reviewed the ICR Schedule to determine that any costs which are expressly unallowable under the Federal cost principles have been removed and comply with Title 23 U.S.C. Section 112(b)(2), 48 CFR Part 31, 23 CFR Part 172, and all applicable state and federal rules and regulations. I also certify that I understand that all documentation of compliance must be retained by the consultant. I hereby acknowledge that costs that are noncompliant with the federal and state requirements are not eligible for reimbursement and must be returned to Caltrans.
Name ** Title**:
Signature: Date:
Phone**: Email**:
establish the indirect cost rate.
Note: Both prime and subconsultants as parties of a contract must complete their own forms. Caltrans will not Audits and Investigations.
2 761,974.00
1 7
Kevin Ferguson Chief Development Officer
(951) 830-1830 [email protected]
07/01/2023
243 CLICK HERE to Return to Agenda
Cost Proposal 1
Cost Plus Fixed Fee or Lump Sum
Prime Consultant Subconsultant 2nd Tier Subconsultant
Consultant: Earth Mechanics, Inc.
Project No. Contract Date 2/8/2024
Range Hours Actual/Average
Hourly Rate Total
Principal/Project Manager $101 - $124 $ - $ -
Principal/Project Manager $101 - $124 100 $ 101.60 $ 10,160.00 Principal Engineer/Geologist $77 - $124 40 $ 92.00 $ 3,680.00 Senior Engineer/Geologist $63- $92 190 $ 69.70 $ 13,243.00 Senior Project Engineer/Geologist $54 - $84 $ 68.60 $ - Project Engineer/Geologist $51 - $70 72 $ 53.50 $ 3,852.00 Senior Staff Engineer/Geologist $47 - $62 $ 51.30 $ -
Staff Engineer/Geologist $33 - $55 32 $ 45.10 $ 1,443.20 Senior Techncian $49 - $64 40 $ 52.50 $ 2,100.00
Technician $20 - $34 18 $ 27.20 $ 489.60
Project Analyst $30 - $63 $ - $ -
LABOR COSTS
$ 34,967.80
$ 1,628.58
c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ 36,596.38
INDIRECT COSTS
58.42% ) e) Total Fringe Benefits [(c) x (d)] 21,379.60 $ 112.26% ) g) Overhead [(c) x (f)] 41,083.09 $
) i) Gen & Admin [(c) x (h)] $ -
j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ 62,462.70
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee: 10% $ 9,905.91 l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Quantity Unit Unit Cost Total
4 Day $ 5,200.00 $ 18,200.00
4 Day $ 1,750.00 $ 7,000.00
1 Day $ 400.00 $ 400.00
2 Test $ 350.00 $ 700.00
10 Drum $ 300.00 $ 3,000.00
2860 Mile $ 0.655 $ 1,873.30
4 Day $ 1,000.00 $ 4,000.00
l) TOTAL OTHER DIRECT COSTS $ 35,173.30
m) SUBCONSULTANTS' COSTS (Add additional pages if necessary) m) TOTAL SUBCONSULTANTS' COSTS $ -
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] $ 35,173.30 TOTAL COST [(c) + (j) + (k) + (n)] $ 144,138.28
NOTES:
1. 2.
3. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant's annual accounting period and established by a cognizant agency or accepted by Caltrans.
Anticipated salary increases calculation (page 2) must accompany.
Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
EMI Coring
Soil Cutting Contaminants Testing
Soil Cuttings (drums) Disposal
Mileage
Concrete Patch
Traffic Control
a) Subtotal Direct Labor Costs
b) Anticipated Salary Increases (see page 2 for calculation) Subconsultant 1:
d) Fringe Benefits (Rate:
f) Overhead & G&A (Rate:
h) General & Admin (Rate:
Description of Item
Drill Rig Rental
Alahesh Thurairajah*
Note: Mark-ups are Not Allowed
BR-NBIL(547) La Quinta- Ave 50 Evac Channel; 2019-02
DIRECT LABOR
Classification/Title Name
244 CLICK HERE to Return to Agenda
Consultant
Project No. Contract Date 2/8/2024
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$ 34,967.80 = $ 71.07 Year 1 Avg Hourly Rate
Avg Hourly Rate
Year 1 $ 71.07 + = $ 74.63 Year 2 Avg Hourly Rate
Year 2 $ 74.63 + = $ 78.36 Year 3 Avg Hourly Rate
Year 3 $ 78.36 + = $ 82.28 Year 4 Avg Hourly Rate
Year 4 $ 82.28 + = $ 86.39 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 20.00% * = 98.4 Estimated Hours Year 1
Year 2 35.00% * = 172.2 Estimated Hours Year 2
Year 3 40.00% * = 196.8 Estimated Hours Year 3
Year 4 0.00% * = 0.0 Estimated Hours Year 4
Year 5 5.00% * = 24.6 Estimated Hours Year 5
Total 100% = 492.0
Year 1 $ 71.07 * = $ 6,993.56 Estimated Hours Year 1
Year 2 $ 74.63 * = $ 12,850.67 Estimated Hours Year 2
Year 3 $ 78.36 * = $ 15,420.80 Estimated Hours Year 3
Year 4 $ 82.28 * = $ - Estimated Hours Year 4
Year 5 $ 54.12 * = $ 1,331.35 Estimated Hours Year 5
= $ 36,596.38
= $ 34,967.80
= $ 1,628.58 Transfer to Page 1
NOTES:
1. 2.
3. 4.
Estimated % Total Hours
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Proposed Escalation
5%
5%
5%
5%
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) 98 Completed Each Year per Cost Proposal
492.0
492.0
492.0
492.0
Avg Hourly Rate Estimated hours
Cost per Year
(calculated above) (calculated above)
492.0
Total
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) 172
197
0 25
Total Direct Labor Cost with Escalation
Direct Labor Subtotal before Escalation
Estimated total of Direct Labor Salary Increase
This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology).
This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
Calculations for anticipated salary escalation must be provided.
Total Hours
per Cost Proposal per Cost Proposal
492
CALCULATIONS FOR ANTICIPATED SALARY INCREASES
Earth Mechanics, Inc.
BR-NBIL(547) La Quinta- Ave 50 Evac Channel; 2019-02
Direct Labor Subtotal
245 CLICK HERE to Return to Agenda
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Proceedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement. Local governments are responsible for applying only cognizant agency or Caltrans accepted Indirect Cost Rate(s).
Name: Alahesh Thurairajah, PE, GE, BC.GE Title *: Principal Signature: Date of Certification: 2/8/2024
Email: [email protected] Phone number: (951) 333-3648 Address: 765 North Main Street, Suite 136, Corona, CA 92880 List services the consultant is providing under the proposed contract:
Certification of Direct Costs:
Prime Consultant or Subconsultant Certifying:
* An individual executive or financial officer of the consultant's or subconsultant's organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
541330 - Geotechnical Engineering
541380 - Laboratory Testing
246 CLICK HERE to Return to Agenda
&HUWL¿FDWLRQRI,QGLUHFW&RVWVDQG)LQDQFLDO0DQDJHPHQW6\VWHP,QGHSHQGHQW2I¿FHRI$XGLWVDQG,QYHVWLJDWLRQV5HYLVHG
Inspector General
California Department of Transportation
Certification of Indirect Costs and Financial Management System (Note: If a Safe Harbor Indirect Cost Rate is approved, this form is not required) Consultant’s Full Legal Name:
Important: Consultant means the individual or consultant providing engineering and design related services as a party of a contract with a recipient or sub-recipient of Federal assistance. Therefore, the Indirect Cost Rate(s) shall not be combined with its parent company or subsidiaries.
Indirect Cost Rate (ICR):
Combined Rate: Or
+RPH2ႈFH5DWH
DQG)LHOG2ႈFH5DWH
LIDSSOLFDEOH
Facilities Capital Cost of Money (if applicable):
Fiscal Period:*
* Fiscal period is annual one year applicable accounting period that the ICR was developed (not the contract period). The ICR is based on the FRQVXOWDQW¶VRQH\HDUDSSOLFDEOHDFFRXQWLQJSHULRGIRUZKLFKILQDQFLDOVWDWHPHQWVDUHUHJXODUO\SUHSDUHGE\WKHFRQVXOWDQW ,KDYHUHYLHZHGWKHSURSRVDOWRHVWDEOLVKDQ,&5
V
IRUWKHILVFDOSHULRGDVVSHFLILHGDERYHDQGKDYHGHWHUPLQHG to the best of my knowledge and belief that:
• All costs included in the cost proposal to establish the ICR(s) are allowable in accordance with the cost principles of the Federal Acquisition Regulation (FAR) 48, Code of Federal Regulations (CFR), Chapter 1, Part 31 (48 CFR Part 31)
• The cost proposal does not include any costs which are expressly unallowable under the cost principles of 48 CFR Part 31
• The accounting treatment and billing of prevailing wage delta costs are consistent with our prevailing wage policy as either direct labor, indirect costs, or other direct costs on all federally-funded A&E Consultant Contracts.
• $OONQRZQPDWHULDOWUDQVDFWLRQVRUHYHQWVWKDWKDYHRFFXUUHGVXEVHTXHQWWR\HDUHQGDIIHFWLQJWKHFRQVXOWDQW¶V RZQHUVKLSRUJDQL]DWLRQDQGLQGLUHFWFRVWUDWHVKDYHEHHQGLVFORVHGDVRIWKHGDWHRIWKLVFHUWLILFDWLRQ I am providing the required and applicable documents as instructed on the Financial Document Review Request form.
Financial Management System:
2XUODERUFKDUJLQJMREFRVWLQJDQGDFFRXQWLQJV\VWHPVPHHWWKHVWDQGDUGVIRU¿QDQFLDOUHSRUWLQJDFFRXQWLQJ records, and internal control adequate to demonstrate that costs claimed have been incurred, appropriately accounted for, are allocable to the contract, and comply with the federal requirements as set forth in Title 23 United States Code (U.S.C.) Section 112(b)(2); 48 CFR Part 31.201-2(d); 23 CFR, Chapter 1, Part 172.11(a)(2); and all applicable state and federal rules and regulations. 2XU¿QDQFLDOPDQDJHPHQWV\VWHPKDVWKHIROORZLQJDWWULEXWHV
• Account numbers identifying allowable direct, indirect, and unallowable cost accounts; • Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into separate cost accounts;
1 Earth Mechanics, Inc.
170.68
02/01/2022 - 01/31/2023
247 CLICK HERE to Return to Agenda
&HUWL¿FDWLRQRI,QGLUHFW&RVWVDQG)LQDQFLDO0DQDJHPHQW6\VWHP,QGHSHQGHQW2I¿FHRI$XGLWVDQG,QYHVWLJDWLRQV5HYLVHG
• Ability to accumulate and segregate allowable direct costs by project, contract and type of cost; • ,QWHUQDOFRQWUROVWRPDLQWDLQLQWHJULW\RIILQDQFLDOPDQDJHPHQWV\VWHP
• Ability to account and record costs consistently and to ensure costs billed are in compliance with FAR; • Ability to ensure and demonstrate costs billed reconcile to general ledgers and job costing system; and • Ability to ensure costs are in compliance with contract terms and federal and state requirementV Cost Reimbursements on Contracts:
I also understand that failure to comply with 48 CFR Part 16.301-3 or knowingly charge unallowable costs to Federal-Aid Highway Program (FAHP) contracts may result in possible penalties and sanctions as provided by the following:
• Sanctions and Penalties - 23 CFR Part 172.11(c)(4)
• False Claims Act - Title 31 U.S.C. Sections 3729-3733 • Statements or entries generally - Title 18 U.S.C. Section 1001 • Major Fraud Act - Title 18 U.S.C. Section 1031
All A&E Contract Information:
• Total participation amount ___________________ on all State and FAHP contracts for Architectural & (QJLQHHULQJVHUYLFHVWKDWWKHFRQVXOWDQWUHFHLYHGLQWKHODVWWKUHHILVFDOSHULRGV • The number of states in which the consultant does business is • Years of consultant’s experience with 48 CFR Part 31 is • ,GHQWLI\WKHW\SHRIDXGLWVOLVWHGEHORZWKDWWKHFRQVXOWDQWKDVKDGSHUIRUPHG LIDSSOLFDEOH
Cognizant ICR Audit Local Govt ICR Audit
Caltrans ICR Audit
CPA ICR Audit Federal Govt ICR Audit
I, the undersigned, certify all of the above to the best of my knowledge and belief and that I have reviewed the ICR Schedule to determine that any costs which are expressly unallowable under the Federal cost principles have been removed and comply with Title 23 U.S.C. Section 112(b)(2), 48 CFR Part 31, 23 CFR Part 172, and all applicable state and federal rules and regulations. I also certify that I understand that all documentation of compliance must be retained by the consultant. I hereby acknowledge that costs that are noncompliant with the federal and state requirements are not eligible for reimbursement and must be returned to Caltrans.
Name
** Title**:
Signature: Date:
Phone**: Email**:
$QLQGLYLGXDOH[HFXWLYHRU¿QDQFLDORႈFHURIWKHFRQVXOWDQW¶VRUVXEFRQVXOWDQW¶VRUJDQL]DWLRQDWDOHYHOQRORZHUWKDQD 9LFH3UHVLGHQWD&KLHI)LQDQFLDO2ႈFHURUHTXLYDOHQWZKRKDVDXWKRULW\WRUHSUHVHQWWKH¿QDQFLDOLQIRUPDWLRQXVHGWR establish the indirect cost rate.
Note: Both prime and subconsultants as parties of a contract must complete their own forms. Caltrans will not SURFHVVORFDODJHQF\¶VLQYRLFHVXQWLODFRPSOHWHIRUPLVDFFHSWHGDQGDSSURYHGE\WKH,QGHSHQGHQW2ႈFHRI Audits and Investigations.
2 9,000,000.00
2 34
Alahesh Thurairajah, PE, GE, BC. GE Principal
✔
(951) 333-3648 [email protected]
01/30/2024
248 CLICK HERE to Return to Agenda
From: Castillo, Steven@DOT <[email protected]> Sent: Wednesday, January 24, 2024 3:50 PM
To: Lakis, Jarred A@DOT <[email protected]>
Cc: Bennyhoff, Emelda@DOT <[email protected]>; Hill, Michael@DOT <[email protected]>; Salvacion, Marie@DOT <[email protected]>; Whitfield, Rodney (FHWA) <[email protected]>; [email protected] Subject: IOAI Final Recommendations for California Department of Transportation (Caltrans) Contract 59A1270, (P1410-0493)
Hello,
The Independent Office of Audits and Investigations (IOAI) has completed the financial document review (FDR) for contract 59A1270 (Agreement).
IOAI did not audit, examine, or test the financial management system, and we cannot express an opinion on its adequacy, or express an opinion on any costs or credits arising from the costs proposed on this Agreement. IOAI performed desk review procedures to confirm or verify the financial information. All Consultants and contracts are still subject to a full audit/review after contract execution per the contract language.
Based on the review, the following are our recommendations:
Earth Mechanics, Inc.
• Revised the indirect cost rate based on the most recent fiscal year.
FOR FINANCIAL DOCUMENT PACKAGES RECEIVED AFTER JUNE 30, 2023, CONSULTANTS’ 2022 INDIRECT COST RATES (ICR)(S) ARE REQUIRED.
Caltrans Acceptance
Firm Name CT ID# ICR Fiscal Year Accepted ICR
Earth Mechanics, Inc.
(Consultant did not receive PPP loan. Credit n/a.)
D2024-1241 2/01/22-1/31/23 170.68%
The Caltrans’ acceptance ID is also posted to IOAI’s website Consultant Acceptance IDs for Indirect Costs at https://ig.dot.ca.gov under the Resources tab.
* The accepted safe harbor rate (SHR) expires at the end of the calendar year the rate is accepted in.
Consultants with an accepted SHR may also use the rate for all subsequent contracts submitted to IOAI through the end of the year. The SHR may be used for the life of the contract if the contract stipulates the indirect cost rate (ICR) is fixed for the life of the contract. (1) The Accepted Home (H) ICR are for home office employees and Field (F) ICR are for field employees, apply accordingly.
(2) Based on our risk assessment, IOAI waived the review of the consultant. (Note: If a rate is provided, it is based on information IOAI had on file for the consultant.) 249 CLICK HERE to Return to Agenda
Note: The ICR acceptance shown above is based on information available at the time of IOAI’s desk review. Should new information become available, such as the need for a separate ICR, or an ICR audit on a contract $3.5M or greater, then Caltrans may adjust accepted ICR(s) Federal Acquisition Regulation (FAR) [FAR 31.31.203(f) and the American Association of State Highway and Transportation Officials (AASHTO) Audit Guide Section 5.6.]
Please keep a copy of this e-mail for your files. If you have questions, please contact Steve Castillo, Senior Management Auditor at (916) 767-9526 or Michael Hill, Staff Services Manager I at (916) 767- 7469.
Thank you,
Michael Hill
Staff Services Manager I
[email protected] : oig.dot.ca.gov
Ph: 916.767.7469
Independent Office of Audits and Investigations
CONFIDENTIALITY NOTICE: This communication with its contents may have confidential and/or legally privileged information. It is only for the intended recipient(s). Unauthorized interception, review, use, or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication.
Steve Castillo
Senior Management Auditor
250 CLICK HERE to Return to Agenda
Cost Proposal 1
Note: Mark-ups are Not Allowed Prime Consultant Subconsultant X 2nd Tier Subconsultant Consultant
Project No. Contract No. Date Updated 8/7/2023
DIRECT LABOR
Hours Actual Hourly Rate Total
8 $ 105.77 $846.16
80 $ 73.56 $5,884.80
20 $ 65.38 $1,307.60
32 $ 48.08 $1,538.56
192 $ 45.67 $8,768.64
Engineer/Planner 24 $ 39.90 $957.60
Project Coordinator 45 $ 50.48 $2,271.60
Graphics Support/GIS 4 $ 37.50 $150.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
0 $ - $0.00
LABOR COSTS
a) Subtotal Direct Labor Costs $21,724.96
b) Anticipated Salary Increases (see page 2 for calculation) $543.12 c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $22,268.08
INDIRECT COSTS
d) Fringe Benefits (Rate: 62.39% ) e) Total Fringe Benefits [(c) x (d)] $13,893.06 f) Overhead (Rate: 121.13% ) g) Overhead [(c) x (f)] $26,973.33 h) General and Administrative (Rate: ) i) Gen & Admin [(c) x (h)] $0.00 j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $40,866.39
q) FIXED FEE 10.00% k) TOTAL FIXED FEE [(c) + (j)] x (q)] $6,313.45 l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Unit Unit Cost Total
miles $0.66 $0.00
intersections $400.00 $400.00
segments $200.00 $400.00
data purchase $500.00 $500.00
$0.00
$1,300.00
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) $ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$1,300.00
TOTAL COST [(c) + (j) + (k) + (n)] $70,747.92
Traffic Counts 2
m) TOTAL SUBCONSULTANTS’ COSTS
l) TOTAL OTHER DIRECT COSTS
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] Principal Jason Pack, P.E.
Principal Claude Strayer, P.E.
COST PROPOSAL 1 Page 1 of 3
ACTUAL COST-PLUS-FIXED FEE OR LUMP SUM (FIRM FIXED PRICE) CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Avenue 50 Evacuation Channel Crossing
Classification/Title Name
Fehr & Peers
Sr. Associate Paul Herrmann, P.E.
Sr. Engineer
Sr. Engineer
Description of Item Quantity
Mileage - Current IRS Rate 0
Traffic Counts 1
RIVCOM Model Application 1
January 2018
251 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual
Cost Proposal 1
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$21,724.96 = $53.64 Year 1 Avg Hourly Rate
Avg Hourly Rate
Year 1 $53.64 + = $56.32 Year 2 Avg Hourly Rate
Year 2 $56.32 + = $58.01 Year 3 Avg Hourly Rate
Year 3 $58.01 + = $59.75 Year 4 Avg Hourly Rate
Year 4 $59.75 + = $61.55 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 50.00% * = 202.5 Estimated Hours Year 1
Year 2 50.00% * = 202.5 Estimated Hours Year 2
Year 3 0.00% * = 0.0 Estimated Hours Year 3
Year 4 0.00% * = 0.0 Estimated Hours Year 4
Year 5 0.00% * = 0.0 Estimated Hours Year 5
Total 100% = 405.0
Year 1 $53.64 * = $10,862.48 Estimated Hours Year 1
Year 2 $56.32 * = $11,405.60 Estimated Hours Year 2
Year 3 $58.01 * = $0.00 Estimated Hours Year 3
Year 4 $59.75 * = $0.00 Estimated Hours Year 4
Year 5 $61.55 * = $0.00 Estimated Hours Year 5
= $22,268.08
= $21,724.96
= $543.12 Transfer to Page 1
3.0%
Direct Labor Subtotal Total Hours
Estimated total of Direct Labor Salary Increase
5.0%
3.0%
3.0%
COST PROPOSAL 1 Page 2 of 3
ACTUAL COST-PLUS-FIXED FEE OR LUMP SUM (FIRM FIXED PRICE) CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
Completed Each Year
Estimated %
405
202.5
(calculated above)
NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Total Hours
3. Calculate estimated hours per year (Multiply estimate % each year by total hours)
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Proposed Escalation
0.0 0.0
0.0 Direct Labor Subtotal before Escalation
Total Direct Labor Cost with Escalation
202.5
per Cost Proposal
405.0
405.0
405.0
405.0
405.0
per Cost Proposal
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Total
Avg Hourly Rate Estimated hours
per Cost Proposal
Cost per Year (calculated above)
January 2018
252 CLICK HERE to Return to Agenda
Cost Proposal 1
Certification of Direct Costs:
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : 02.02.2024
Email:
Address:
List services the consultant is providing under the proposed contract:
Traffic Engineering and transportation planning. Specifically, development of the following deliverables in support of the porject: (1) VMT Assessment, (2) Transportation Study, (3) Lighting Calculation and Concept Design, (4) Signing & Striping Design, (5) Street Lighting Design, (6) Traffic Signal Design (Optional), (7) Traffic Signal Interconnect (Optional), and (8) Design Support During Construction.
Cost Proposal 1 Page 3 of 3
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Date of Certification (mm/dd/yyyy):
Phone Number:
100 Pringle Avenue, Suite 600, Walnut Creek, CA 94596
[email protected]
Lysa Wollard CFO
925.977.3216
*An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
January 2018
253 CLICK HERE to Return to Agenda
Inspector General
California Department of Transportation
Certification of Indirect Costs and Financial Management System (Note: If a Safe Harbor Indirect Cost Rate is approved, this form is not required) Consultant’s Full Legal Name:
Important: Consultant means the individual or consultant providing engineering and design related services as a party of a contract with a recipient or sub-recipient of Federal assistance. Therefore, the Indirect Cost Rate(s) shall not be combined with its parent company or subsidiaries.
Indirect Cost Rate (ICR):
Combined Rate: Or
Facilities Capital Cost of Money (if applicable):
Fiscal Period:*
* Fiscal period is annual one year applicable accounting period that the ICR was developed (not the contract period). The ICR is based on the to the best of my knowledge and belief that:
• All costs included in the cost proposal to establish the ICR(s) are allowable in accordance with the cost principles of the Federal Acquisition Regulation (FAR) 48, Code of Federal Regulations (CFR), Chapter 1, Part 31 (48 CFR Part 31)
• The cost proposal does not include any costs which are expressly unallowable under the cost principles of 48 CFR Part 31
• The accounting treatment and billing of prevailing wage delta costs are consistent with our prevailing wage policy as either direct labor, indirect costs, or other direct costs on all federally-funded A&E Consultant Contracts.
•
I am providing the required and applicable documents as instructed on the Financial Document Review Request form.
Financial Management System:
records, and internal control adequate to demonstrate that costs claimed have been incurred, appropriately accounted for, are allocable to the contract, and comply with the federal requirements as set forth in Title 23 United States Code (U.S.C.) Section 112(b)(2); 48 CFR Part 31.201-2(d); 23 CFR, Chapter 1, Part 172.11(a)(2); and all applicable state and federal rules and regulations. • Account numbers identifying allowable direct, indirect, and unallowable cost accounts; • Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into separate cost accounts;
1 Fehr & Peers
183.52
01/01/2022 - 12/31/2022
254 CLICK HERE to Return to Agenda
• Ability to accumulate and segregate allowable direct costs by project, contract and type of cost; •
• Ability to account and record costs consistently and to ensure costs billed are in compliance with FAR; • Ability to ensure and demonstrate costs billed reconcile to general ledgers and job costing system; and • Ability to ensure costs are in compliance with contract terms and federal and state requirement Cost Reimbursements on Contracts:
I also understand that failure to comply with 48 CFR Part 16.301-3 or knowingly charge unallowable costs to Federal-Aid Highway Program (FAHP) contracts may result in possible penalties and sanctions as provided by the following:
• Sanctions and Penalties - 23 CFR Part 172.11(c)(4)
• False Claims Act - Title 31 U.S.C. Sections 3729-3733 • Statements or entries generally - Title 18 U.S.C. Section 1001 • Major Fraud Act - Title 18 U.S.C. Section 1031
All A&E Contract Information:
• Total participation amount ___________________ on all State and FAHP contracts for Architectural & • The number of states in which the consultant does business is • Years of consultant’s experience with 48 CFR Part 31 is •
Cognizant ICR Audit Local Govt ICR Audit
Caltrans ICR Audit
CPA ICR Audit Federal Govt ICR Audit
I, the undersigned, certify all of the above to the best of my knowledge and belief and that I have reviewed the ICR Schedule to determine that any costs which are expressly unallowable under the Federal cost principles have been removed and comply with Title 23 U.S.C. Section 112(b)(2), 48 CFR Part 31, 23 CFR Part 172, and all applicable state and federal rules and regulations. I also certify that I understand that all documentation of compliance must be retained by the consultant. I hereby acknowledge that costs that are noncompliant with the federal and state requirements are not eligible for reimbursement and must be returned to Caltrans.
Name ** Title**:
Signature: Date:
Phone**: Email**:
establish the indirect cost rate.
Note: Both prime and subconsultants as parties of a contract must complete their own forms. Caltrans will not Audits and Investigations.
2 103,000,000.00
34 38
Lysa Wollard Chief Financial Officer
Lysa Wollard Digitally signed by Lysa Wollard
Date: 2024.01.30 08:38:21 -08'00'
(925) 977-3211 [email protected]
01/30/2024
255 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual Exhibit 10-H1
Cost Proposal
Note: Mark-ups are Not Allowed
Consultant
Project No. Contract No. Date 2/13/2024
DIRECT LABOR
Hours Actual Hourly Rate Total
78 $86.54 $6,750.12
6 $86.54 $519.24
238 $60.10 $14,303.80
330 $32.69 $10,787.70
90 $32.69 $2,942.10
44 $74.52 $3,278.88
108 $62.50 $6,750.00
76 $55.53 $4,220.28
278 $36.35 $10,105.30
296 $31.50 $9,324.00
12 $62.50 $750.00
34 $51.44 $1,748.96
2 $42.31 $84.62
4 $42.09 $168.36
102 $54.47 $5,555.94
314 $28.85 $9,058.90
20 $28.85 $577.00
LABOR COSTS
a) Subtotal Direct Labor Costs $86,925.20
b) Anticipated Salary Increases (see page 2 for calculation) $0.00 c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $86,925.20
INDIRECT COSTS
d) Fringe Benefits (Rate: 51.39%) e) Total Fringe Benefits [(c) x (d)] $44,673.82 f) Overhead (Rate: 51.85%) g) Overhead [(c) x (f)] $45,073.15 h) General and Administrative (Rate: 74.14%) i) Gen & Admin [(c) x (h)] $64,450.17 j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $154,197.13
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee 10% ] $24,112.23 l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Quantity Unit(s) Unit Cost Total
2140 mile 0.655 $1,401.70
4 ea $15.00 $60.00
l) TOTAL OTHER DIRECT COSTS $1,461.70
m) SUBCONSULTANT'S COSTS (Add additional pages if necessary) Subconsultant 1: $135,554.81
Subconsultant 2: $25,007.09
Subconsultant 3: $20,831.12
m) TOTAL SUBCONSULTANT'S COSTS $181,393.02
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] $182,854.72 TOTAL COST [(c) + (j) + (k) + (n)] $448,089.29
NOTES:
Copies/Reproduction
Martin Rose
3.Anticipated salary increases calculation (page 2) must accompany.
1.Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be markedwith two asterisks (**).
All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
Crawford & Associates
Duke CRM
2.The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with theconsultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
Ambient
Mileage Costs
Environmental Planner Savannah Marburger
Associate Architectural Historian Emma Haggerty
Senior GIS Analyst
Associate Biologist
Marieka Schrader
Jennifer Johnson
Manjunath Venkat
Victoria Masjuan
Associate Architectural Historian Audrey von Ahrens
Associate Biologist
Senior Associate Architectural Historian
Senior Architectural Historian
Lizbeth Pliego Guzman
Environmental Planner Alyssa "Riley" Vera
Description of Item
Senior Associate Biologist
Senior Associate Biologist
Senior Biologist
Jenna Kachour
Amanda Duane
Environmental Planner Monica Carvalheira
Environmental Planner Kayla Fon
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Classification/Title Name
Avenue 50 Bridge, La Quinta
GPA Consulting
Principal Environmental Planner Erinn Silva
Senior Associate Environmental Planner Ryan Todaro
Senior Environmental Planner Marya Samuelson
Prime Consultant Subconsultant 2nd Tier Subconsultant
January 2020
256 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual Exhibit 10-H1
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$86,925.20 = 51.19269729 Year 1 Avg Hourly Rate
Avg Hourly
Rate
Year 1 $51.19 + = $53.75 Year 2 Avg Hourly Rate
Year 2 $53.75 + = $56.44 Year 3 Avg Hourly Rate
Year 3 $56.44 + = $59.26 Year 4 Avg Hourly Rate
Year 4 $59.26 + = $62.23 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 100.00% * = 1698.0 Estimated Hours Year 1
Year 2 0.00% * = 0.0 Estimated Hours Year 2
Year 3 0.00% * = 0.0 Estimated Hours Year 3
Year 4 0.00% * = 0.0 Estimated Hours Year 4
Year 5 0.00% * = 0.0 Estimated Hours Year 5
Total 100% = 1698.0
Year 1 $51.19 * = 86925.2 Estimated Hours Year 1
Year 2 $53.75 * = $0.00 Estimated Hours Year 2
Year 3 $56.44 * = $0.00 Estimated Hours Year 3
Year 4 $59.26 * = $0.00 Estimated Hours Year 4
Year 5 $62.23 * = $0.00 Estimated Hours Year 5
= $86,925.20
= $86,925.20
= $0.00 Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
Direct Labor Subtotal Total Hours
per Cost Proposal per Cost Proposal
1698
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Proposed Escalation
5.0%
5.0%
5.0%
5.0%
3. Calculate estimated hours per year (Multiply estimate % each year by total hours)
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Estimated % Total Hours
Completed Each Year per Cost Proposal
1698.0
1698.0
1698.0
1698.0
1698.0
Total
Avg Hourly Rate Estimated hours
Cost per Year (calculated above) (calculated above)
Direct Labor Subtotal before Escalation
Estimated total of Direct Labor Salary
1698
0 0
0 0
Total Direct Labor Cost with Escalation
January 2020
257 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual Exhibit 10-H1
Cost Proposal
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
List services the consultant is providing under the proposed contract:
Environmental Consulting Services.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
2/13/2024
[email protected] (310) 792-2690
840 Apollo Street, Suite 312, El Segundo, CA 90245
*An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration ofEngineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Richard Galvin Vice President
Certification of Direct Costs
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
LPP 15-01 January 2020
258 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual Exhibit 10-H1
Cost Proposal
Note: Mark-ups are Not Allowed
Consultant
Project No. Contract No. Date 2/12/2024
DIRECT LABOR
Hours Actual Hourly Rate Total
285 $90.00 $25,650.00
950 $37.39 $35,523.50
340 $24.04 $8,173.08
$0.00
$0.00
$0.00
LABOR COSTS
a) Subtotal Direct Labor Costs $69,346.58
b) Anticipated Salary Increases (see page 2 for calculation) $0.00 c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $69,346.58
INDIRECT COSTS
d) Fringe Benefits (Rate: 54.51%) e) Total Fringe Benefits [(c) x (d)] $37,800.82 f) Overhead (Rate: 0.00% ) g) Overhead [(c) x (f)] $0.00 h) General and Administrative (Rate: 20.15%) i) Gen & Admin [(c) x (h)] $13,973.34 j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $51,774.16
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee 10% ] $12,112.07 l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Quantity Unit(s) Unit Cost Total
1200 mile $0.67 $804.00
6 days $69.00 $414.00
6 nights $184.00 $1,104.00
$0.00
*ODCs to be billed based on Federal per diem rates. l) TOTAL OTHER DIRECT COSTS $2,322.00 m) SUBCONSULTANT'S COSTS (Add additional pages if necessary) Subconsultant 1: $0.00
m) TOTAL SUBCONSULTANT'S COSTS $0.00
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] $2,322.00 TOTAL COST [(c) + (j) + (k) + (n)] $135,554.81
NOTES:
3.Anticipated salary increases calculation (page 2) must accompany.
1.Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be markedwith two asterisks (**).
All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
Lodging
2.The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with theconsultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
Mileage Costs
Meals & Incidentals
DYLAN MICK
Description of Item
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Classification/Title Name
AMBIENT Air Quality & Noise Consulting
PRINCIPAL KURT LEGLEITER
SPECIALIST JON PAMBAKIAN
ANALYST
Prime Consultant Subconsultant 2nd Tier Subconsultant
January 2020
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Local Assistance Procedures Manual Exhibit 10-H1
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$69,346.58 = 44.02957536 Year 1 Avg Hourly Rate
Avg Hourly
Rate
Year 1 $44.03 + = $46.23 Year 2 Avg Hourly Rate
Year 2 $46.23 + = $48.54 Year 3 Avg Hourly Rate
Year 3 $48.54 + = $50.97 Year 4 Avg Hourly Rate
Year 4 $50.97 + = $53.52 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 100.00% * = 1575.0 Estimated Hours Year 1
Year 2 0.00% * = 0.0 Estimated Hours Year 2
Year 3 0.00% * = 0.0 Estimated Hours Year 3
Year 4 0.00% * = 0.0 Estimated Hours Year 4
Year 5 0.00% * = 0.0 Estimated Hours Year 5
Total 100% = 1575.0
Year 1 $44.03 * = 69346.5812 Estimated Hours Year 1
Year 2 $46.23 * = $0.00 Estimated Hours Year 2
Year 3 $48.54 * = $0.00 Estimated Hours Year 3
Year 4 $50.97 * = $0.00 Estimated Hours Year 4
Year 5 $53.52 * = $0.00 Estimated Hours Year 5
= $69,346.58
= $69,346.58
= $0.00 Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
Direct Labor Subtotal Total Hours
per Cost Proposal per Cost Proposal
1575
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Proposed Escalation
5.0%
5.0%
5.0%
5.0%
3. Calculate estimated hours per year (Multiply estimate % each year by total hours)
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Estimated % Total Hours
Completed Each Year per Cost Proposal
1575.0
1575.0
1575.0
1575.0
1575.0
Total
Avg Hourly Rate Estimated hours
Cost per Year (calculated above) (calculated above)
Direct Labor Subtotal before Escalation
Estimated total of Direct Labor Salary
1575
0 0
0 0
Total Direct Labor Cost with Escalation
January 2020
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Local Assistance Procedures Manual Exhibit 10-H1
Cost Proposal
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
List services the consultant is providing under the proposed contract:
Air Quality Study Report, Air Quality Conformity Assessment, Noise Study Report Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
1/12/2024
[email protected] 805.226.2727
75 Higuera Street, Suite 105, San Luis Obispo, CA 93401 *An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration ofEngineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Kurt Legleiter Principal
Certification of Direct Costs
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
LPP 15-01 January 2020
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Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
Consultant Crawford & Associates, Inc.
Project No. Contract No. Date 7/24/2023
Project Name Low Water Crossing Replacement Bridge - La Quinta
DIRECT LABOR
Hours Actual Hourly Rate Total
6.0 $70.30 $ 421.80
0.0 $72.50 $ -
4.0 $59.09 $ 236.36
0.0 $54.85 $ -
0.0 $52.88 $ -
47.0 $46.43 $ 2,182.21
0.0 $46.43 $ -
0.0 $42.00 $ -
34.0 $37.50 $ 1,275.00
1.0 $32.88 $ 32.88
4.0 $29.75 $ 119.00
96 LABOR COSTS
a) Subtotal Direct Labor Costs $ 4,267.25
b) Anticipated Salary Increases (see page 2 for calculation) $0.00 c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ 4,267.25
INDIRECT COSTS
d) Fringe Benefits Rate: 93.29% e) Total Fringe Benefits [(c) x (d)] $ 3,980.92 f) Overhead Rate: 116.79% g) Overhead [(c) x (f)] $ 4,983.72 h) General & Administrative Rate: 20.00% i) Gen & Admin [(c) x (h)] $ 853.45 230.08%
j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ 9,818.09
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee 10% ] $ 1,408.53 l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Quantity Unit Unit Cost Total
Mileage (IRS Rate) 150 Mile $ 0.655 $ 98.25
ERIS (Aerials, Records, Topos) 1 At Cost $ 575.00 $ 575.00 Per Diem 2 Day $ 182.00 $ 364.00
Travel Expenses (Air fare, car, shipping) 1 At Cost $ 1,600.00 $ 1,600.00 Hand Auger 1 Day $ 200.00 $ 200.00
Laboratory Testing 1 Lump Sum $ 2,500.00 $ 2,500.00
$ 5,337.25
m) SUBCONSULTANT'S COSTS (Add additional pages if necessary) Subconsultant 1: $ -
Subconsultant 2: $ -
m) TOTAL SUBCONSULTANT'S COSTS $ -
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] $ 5,337.25 TOTAL COST [(c) + (j) + (k) + (n)] $ 20,831.12
NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant's annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary calculation (page 2) must accompany.
Project Manager II TBD
Staff Engineer
Administrative Assistant
Project Manager I TBD
Project Engineer I
TBD
TBD
TBD
Senior Geologist
Project Engineer II
Senior Engineer
TBD
Combined ICR %:
Description of Item
TBD
TBD
Note: Mark-ups are Not Allowed
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
Benjamin Crawford
Eric Nichols
Principal *
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS Name
(DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Classification/Title
Senior Project Manager * Chris Trumbull
Senior Project Manager *
Prime Consultant Subconsultant X 2nd Tier Subconsultant 262 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Avg Hourly 5 Year Contract
Rate Duration
$4,267.25 = 44.45
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate
Year 1 $44.45 + = $46.67 Year 2 Avg Hourly Rate
Year 2 $46.67 + = $49.01 Year 3 Avg Hourly Rate
Year 3 $49.01 + = $51.46 Year 4 Avg Hourly Rate
Year 4 $51.46 + = $54.03 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Total Hours
per Year
Year 1 100% * = 96.00 Estimated Hours Year 1
Year 2 0% * = 0.00 Estimated Hours Year 2
Year 3 0% * = 0.00 Estimated Hours Year 3
Year 4 0% * = 0.00 Estimated Hours Year 4
Year 5 0% * = 0.00 Estimated Hours Year 5
Total 100% = 96.00
Year 1 $44.45 * = 4267.25 Estimated Hours Year 1
Year 2 $46.67 * = $0.00 Estimated Hours Year 2
Year 3 $49.01 * = $0.00 Estimated Hours Year 3
Year 4 $51.46 * = $0.00 Estimated Hours Year 4
Year 5 $54.03 * = $0.00 Estimated Hours Year 5
Total Direct Labor Cost with Escalation = $4,267.25
Direct Labor Subtotal before Escalation = $4,267.25
Estimated total of Direct Labor Salary Increase = $0.00 Transfer to Page 1 NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 years = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided. 0 Direct Labor Subtotal Total Hours
Total
per Cost Proposal per Cost Proposal
96 Proposed Escalation
0 0
Avg Hourly Rate Estimated hours
(calculated above)
0 Cost per Year
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Estimated % Total Hours
Completed Each Year
(calculated above)
per Cost Proposal
96 96
96 96
96 Year 1 Avg Hourly
Rate
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
ACTUAL COST-PLUS-FIXED FEE OR LUMP SUM (FIRM FIXED PRICE) CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
96 5.0%
5.0%
5.0%
5.0%
263 CLICK HERE to Return to Agenda
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
1. Generally Accepted Accounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification: 7/24/2023
Email: Phone Number:
Address:
List services the consultant is providing under the proposed contract:
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted In direct Cost Rate(s).
ENVIRONMENTAL SERVICES
*An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
Crawford & Associates, Inc., 4701 Freeport Blvd., Sacramento, CA 95822 [email protected] (916) 455-4225
Benjamin D. Crawford President
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X
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Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
Prime Consultant X Subconsultant 2nd Tier Subconsultant Contract No. Date 2/13/2024
Hours Actual Hourly Rate Total
69 $ 82.73 $ 5,708.37
196 $ 36.06 $ 7,067.76
110 $ 31.25 $ 3,437.50
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
375.0 $ 16,213.63
a) $ 16,213.63
b) $ 788.63
$ 17,002.26
INDIRECT COSTS
d) Rate: 43.92% $ 7,468.59
Rate: 72.20% $ 12,276.28
h) Rate: 0.00%
$ 19,744.88
10.00% $ 3,674.71
Quantity Unit Unit Cost Total
mile $ 1,200.00
each $ 200.00
each $ 18,000.00
each $ 8,250.00
$ -
$ 27,650.00
$ -
$ -
$ 27,650.00
$ 68,071.85
1. 2.
3. DIRECT LABOR
Total:
LABOR COSTS
l) TOTAL OTHER DIRECT COSTS
m) SUBCONSULTANTS' COSTS (Add additional pages if necessary) Subconsultant 1:
Anticipated salary increases calculations (page 2) must accompany. m) SUBCONSULTANTS' COSTS
NOTES:
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l) + (m)] TOTAL COST [(c) + (j) + (k) +(n)]
Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant's annual accounting period and established by a cognizant agency or accept by Caltrans. j) TOTAL INDIRECT COSTS [(e) + (g) + (i)]
l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee
Description of Item
Mileage Costs
Express Mails / Deliveries (at cost) / Copies
Fee Appraisal (3) - Santolucito Dore
Appraisal Review (3) - Vaughn Hossman
R/W Agent / Analyst
R/W Project Manager
ACTUAL COST-PLUS-FIXED FEE OR LUMP SUM (FIRM FIXED PRICE) CONTRACTS Fringe Benefits
Overhead
General and Administrative
c) TOTAL DIRECT LABOR COSTS [(a) + (b)]
e) Total fringe benefits [(c) x (d)]
g) Overhead [(c) x (f)]
i) Gen & Admin [(c) x (h)]
Project Support Specialist Tiffany McCloud
EXHIBIT 10-H1 COST PROPOSAL (Page 1 of 3)
Subtotal Direct Labor Costs
Anticipated Salary Increases (see page 2 for calculations) Note: Mark-ups are Not Allowed
Consultant
Project No.
Monument ROW
Classification/Title
(DESIGN, ENGINEERING, AND ENVIRONMENTAL STUDIES)
Name
Kim Bibolet
Alex Flores
January 2018
268
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Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct
Labor Subtotal per
Cost Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
$16,213.63 / 375.0 = $43.24
2. Calculate hourly rate for all years (Increase the Average hourly rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $43.24 + 4.0% = $44.97
Year 2 $44.97 + 4.0% = $46.76
Year 3 $46.76 + 4.0% = $48.64
Year 4 $48.64 + 4.0% = $50.58
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20% * 375.0 = 75.0
Year 2 40% * 375.0 = 150.0
Year 3 40% * 375.0 = 150.0
Year 4 * 375.0 = 0.0
Year 5 * 375.0 = 0.0
Total 100% Total = 375.0
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $ * 43.24 75.0 = $3,242.73
Year 2 $ * 44.97 150.0 = $6,744.87
Year 3 $ * 46.76 150.0 = $7,014.66
Year 4 $ * 48.64 0.0 = $0.00
Year 5 $ * 50.58 0.0 = $0.00
Total Direct Labor Cost with Escalation = $17,002.26
Direct Labor Subtotal before escalation = $16,213.63
Estimated total of Direct Labor Salary Increase = $788.63 NOTES:
1. 2.
3. 4.
EXHIBIT 10-H1 COST PROPOSAL (Page 2 of 3)
ACTUAL COST-PLUS-FIXED FEE OR LUMP SUM (FIRM FIXED PRICE) CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
Estimated Hours Year 1
5 Year
Contract
Duration
Year 1 Avg
Hourly Rate
Year 2 Avg Hourly Rate
Year 3 Avg Hourly Rate
Year 4 Avg Hourly Rate
Year 5 Avg Hourly Rate
Estimated Hours Year 1
Estimated Hours Year 2
Estimated Hours Year 3
Estimated Hours Year 4
Estimated Hours Year 5
Calculations for anticipated salary escalation must be provided.
This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology) This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
Estimated Hours Year 2
Estimated Hours Year 3
Estimated Hours Year 4
Estimated Hours Year 5
Transfer to Page 1
January 2018
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Certification of Direct Costs
1 Generally Accepted Accounting Principles (GAAP)
2 Terms and conditions of the contract
3 Title 23 United States Code Section 112 - Letting of Contracts 4 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures 5 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Services
6 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) Prime Consultant or Suconsultant Certifying:
Name: Title*:
Signature:
Email:
Address:
List services the consultant is providing under this proposed contract:
January 2018
Right of Way and Utility Coordination Services
[email protected]
Date of Certification (mm/dd/yyyy): 2/13/2024
Phone Number:
200 Spectrum Center, Suite 300, Irvine, CA 92618
949.378.0687
*An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Joey Mendoza Vice President
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
EXHIBIT 10-H1 COST PROPOSAL (Page 3 of 3)
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
270 CLICK HERE to Return to Agenda
Certification of Indirect Costs and Financial Management System - Independent Office of Audits and Investigations - Revised 9/2022 Inspector General
California Department of Transportation
Certification of Indirect Costs and Financial Management System (Note: If a Safe Harbor Indirect Cost Rate is approved, this form is not required) Consultant’s Full Legal Name:
Important: Consultant means the individual or consultant providing engineering and design related services as a party of a contract with a recipient or sub-recipient of Federal assistance. Therefore, the Indirect Cost Rate(s) shall not be combined with its parent company or subsidiaries.
Indirect Cost Rate (ICR):
Combined Rate: Or
Home Office Rate: and Field Office Rate (if applicable):
Facilities Capital Cost of Money (if applicable):
Fiscal Period:*
* Fiscal period is annual one year applicable accounting period that the ICR was developed (not the contract period). The ICR is based on the consultant’s one-year applicable accounting period for which financial statements are regularly prepared by the consultant.
I have reviewed the proposal to establish an ICR(s) for the fiscal period as specified above and have determined to the best of my knowledge and belief that:
• All costs included in the cost proposal to establish the ICR(s) are allowable in accordance with the cost principles of the Federal Acquisition Regulation (FAR) 48, Code of Federal Regulations (CFR), Chapter 1, Part 31 (48 CFR Part 31).
• The cost proposal does not include any costs which are expressly unallowable under the cost principles of 48 CFR Part 31.
• The accounting treatment and billing of prevailing wage delta costs are consistent with our prevailing wage policy as either direct labor, indirect costs, or other direct costs on all federally-funded A&E Consultant Contracts.
• All known material transactions or events that have occurred subsequent to year-end affecting the consultant’s ownership, organization, and indirect cost rates have been disclosed as of the date of this certification.
I am providing the required and applicable documents as instructed on the Financial Document Review Request form.
Financial Management System:
Our labor charging, job costing, and accounting systems meet the standards for financial reporting, accounting records, and internal control adequate to demonstrate that costs claimed have been incurred, appropriately accounted for, are allocable to the contract, and comply with the federal requirements as set forth in Title 23 United States Code (U.S.C.) Section 112(b)(2); 48 CFR Part 31.201-2(d); 23 CFR, Chapter 1, Part 172.11(a)(2); and all applicable state and federal rules and regulations.
Our financial management system has the following attributes:
• Account numbers identifying allowable direct, indirect, and unallowable cost accounts; • Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into separate cost accounts;
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Certification of Indirect Costs and Financial Management System - Independent Office of Audits and Investigations - Revised 9/2022 • Ability to accumulate and segregate allowable direct costs by project, contract and type of cost; • Internal controls to maintain integrity of financial management system; • Ability to account and record costs consistently and to ensure costs billed are in compliance with FAR; • Ability to ensure and demonstrate costs billed reconcile to general ledgers and job costing system; and • Ability to ensure costs are in compliance with contract terms and federal and state requirements.
Cost Reimbursements on Contracts:
I also understand that failure to comply with 48 CFR Part 16.301-3 or knowingly charge unallowable costs to Federal-Aid Highway Program (FAHP) contracts may result in possible penalties and sanctions as provided by the following:
• Sanctions and Penalties - 23 CFR Part 172.11(c)(4)
• False Claims Act - Title 31 U.S.C. Sections 3729-3733 • Statements or entries generally - Title 18 U.S.C. Section 1001 • Major Fraud Act - Title 18 U.S.C. Section 1031
All A&E Contract Information:
• Total participation amount ___________________ on all State and FAHP contracts for Architectural & Engineering services that the consultant received in the last three fiscal periods. • The number of states in which the consultant does business is • Years of consultant’s experience with 48 CFR Part 31 is • Identify the type of audits listed below that the consultant has had performed (if applicable):
Cognizant ICR Audit Local Govt ICR Audit
Caltrans ICR Audit
CPA ICR Audit Federal Govt ICR Audit
I, the undersigned, certify all of the above to the best of my knowledge and belief and that I have reviewed the ICR Schedule to determine that any costs which are expressly unallowable under the Federal cost principles have been removed and comply with Title 23 U.S.C. Section 112(b)(2), 48 CFR Part 31, 23 CFR Part 172, and all applicable state and federal rules and regulations. I also certify that I understand that all documentation of compliance must be retained by the consultant. I hereby acknowledge that costs that are noncompliant with the federal and state requirements are not eligible for reimbursement and must be returned to Caltrans.
Name:** Title**:
Signature: Date:
Phone**: Email**:
**An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President, a Chief Financial Officer, or equivalent, who has authority to represent the financial information used to establish the indirect cost rate.
Note: Both prime and subconsultants as parties of a contract must complete their own forms. Caltrans will not process local agency’s invoices until a complete form is accepted and approved by the Independent Office of Audits and Investigations.
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Exhibit C
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto and incorporated herein by this reference.
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ID Task Name Duration Start Finish
1 PHASE I - PROJECT APPROVAL & ENVIRO DOCUMENTS 450 days Mon 4/1/24 Fri 12/19/25 2 Kick off Meeting 0 days Mon 4/1/24 Mon 4/1/24
3 Preliminary Engineering 450 days Mon 4/1/24 Fri 12/19/25 4 Task 2 - Surveying 60 days Mon 4/15/24 Fri 7/5/24
5 Permits/Permit(s) to Enter 20 days Mon 4/15/24 Fri 5/10/24 6 Record Research/Site Visit 15 days Mon 4/15/24 Fri 5/3/24 7 Survey Request 15 days Mon 5/13/24 Fri 5/31/24
8 Surveying and Monuments & Right of Way 40 days Mon 5/13/24 Fri 7/5/24 9 Base Mapping Submitted 0 days Fri 7/5/24 Fri 7/5/24
10 Task 3 - Utility Coordination 120 days Mon 4/1/24 Fri 9/13/24 11 Utility 'A' Letters 35 days Mon 4/1/24 Fri 5/17/24
12 Utility Mapping 10 days Mon 7/8/24 Fri 7/19/24
13 Utility Prior Rights Identification 40 days Mon 7/22/24 Fri 9/13/24 14 Task 4 - Preliminary Geotechnical Analysis 50 days Mon 7/22/24 Fri 9/27/24 19 Task 5 - Hydraulic Analysis 195 days Mon 5/13/24 Fri 2/7/25 20 Preliminary Hydraulic Analysis 40 days Mon 5/13/24 Fri 7/5/24 21 Hydraulics, Scour, Bridge Hydraulics Report 35 days Mon 7/8/24 Fri 8/23/24 22 City Review/CVWD Review 30 days Mon 8/26/24 Fri 10/4/24 23 Finalize Report/CVWD Review & Approval 90 days Mon 10/7/24 Fri 2/7/25 24 Task 6 - Environmental Approval CEQA/NEPA 450 days Mon 4/1/24 Fri 12/19/25 25 PES Form 115 days Mon 4/1/24 Fri 9/6/24
29 Caltrans Field Review Meeting 0 days Fri 10/4/24 Fri 10/4/24 30 Technical Studies 100 days Mon 9/9/24 Fri 1/24/25
31 Cultural Resources 90 days Mon 9/23/24 Fri 1/24/25
36 NES 60 days Mon 9/9/24 Fri 11/29/24
39 Air Quality/GHG Technical Memorandum 90 days Mon 9/9/24 Fri 1/10/25 40 Initial Site Assessment (Phase I & Phase II) 90 days Mon 9/9/24 Fri 1/10/25 41 Noise & Groundborne Vibration Tech Memo 90 days Mon 9/9/24 Fri 1/10/25 42 Abbreviated Visual Impact Assessment 60 days Mon 9/9/24 Fri 11/29/24 43 Water Quality Assessment Report 60 days Mon 9/30/24 Fri 12/20/24 44 Approved Technical Studies 0 days Fri 2/7/25 Fri 2/7/25 45 Draft IS 155 days Mon 12/16/24 Fri 7/18/25
52 Final IS/CE 60 days Mon 7/21/25 Fri 10/10/25
57 CEQA/NEPA Approval 50 days Mon 10/13/25 Fri 12/19/25 62 Approved Environmental Document 0 days Fri 12/19/25 Fri 12/19/25 63 Task 7 - Geometric Approval Drawings 35% Design 200 days Mon 7/22/24 Fri 4/25/25 64 Prepare Preliminary Geometrics & Reviews 45 days Mon 7/22/24 Fri 9/20/24 65 City Review 10 days Mon 9/23/24 Fri 10/4/24
66 Respond to Comments 10 days Mon 10/7/24 Fri 10/18/24 67 Update Geometrics based on Hydraulic Report 10 days Mon 10/7/24 Fri 10/18/24 68 Approved Geometrics 0 days Fri 10/18/24 Fri 10/18/24 69 VMT Assessment 40 days Mon 9/23/24 Fri 11/15/24
70 VMT Assessment 40 days Mon 9/23/24 Fri 11/15/24
71 Structure Type Selection Report 135 days Mon 10/21/24 Fri 4/25/25 72 Prepare Draft TSR 40 days Mon 10/21/24 Fri 12/13/24
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 2024 2025 2026 Avenue 50 BRIDGE PROJECT
Environmental, Preliminary Engineering, PS&E and Right of Way Services 274 CLICK HERE to Return to Agenda
ID Task Name Duration Start Finish
73 City Review 20 days Mon 12/16/24 Fri 1/10/25
74 Respond to Comments 10 days Mon 1/13/25 Fri 1/24/25
75 Hold Type Selection Meeting 5 days Mon 2/10/25 Fri 2/14/25 76 Caltrans Review 20 days Mon 2/17/25 Fri 3/14/25
77 Respond to Comments 10 days Mon 3/17/25 Fri 3/28/25
78 Caltrans Review/Approval 20 days Mon 3/31/25 Fri 4/25/25 79 PHASE II - TASK 8 - PLANS, SPECIFICATIONS AND ESTIMATES 465 days Mon 2/10/25 Fri 11/20/26 80 Geotechnical Investigations 295 days Mon 2/10/25 Fri 3/27/26 81 City/CVWD Coordination/Permits 70 days Mon 2/10/25 Fri 5/16/25 82 Subsurface Exploration 5 days Mon 6/2/25 Fri 6/6/25
83 Laboratory Testing 15 days Mon 6/9/25 Fri 6/27/25
84 Geotechnical Analysis 20 days Mon 6/30/25 Fri 7/25/25 85 Draft Foundation Report 40 days Mon 7/28/25 Fri 9/19/25 86 Final Foundation Report 40 days Mon 2/2/26 Fri 3/27/26 87 Regulatory Agency Permits 230 days Mon 10/27/25 Fri 9/11/26 88 Prepare Draft Permits (401/404/1602) 60 days Mon 10/27/25 Fri 1/16/26 89 City Review 10 days Mon 1/19/26 Fri 1/30/26
90 Agency Review/Processing 160 days Mon 2/2/26 Fri 9/11/26 91 Permits Approved 0 days Fri 9/11/26 Fri 9/11/26
92 Plans, Specifications & Estimate 405 days Mon 5/5/25 Fri 11/20/26 93 65% Plans & Estimate 120 days Mon 5/5/25 Fri 10/17/25 94 Structure Design 80 days Mon 5/5/25 Fri 8/22/25
95 Roadway Design 60 days Mon 5/5/25 Fri 7/25/25
96 Estimate 10 days Mon 8/25/25 Fri 9/5/25
97 QA/QC and Update 10 days Mon 9/8/25 Fri 9/19/25
98 Submit 65% Plans and Estimate 0 days Fri 9/19/25 Fri 9/19/25 99 City Review 20 days Mon 9/22/25 Fri 10/17/25
100 90% PS&E 120 days Mon 12/22/25 Fri 6/5/26
108 100% PS&E 85 days Mon 6/8/26 Fri 10/2/26
115 Final PS&E 35 days Mon 10/5/26 Fri 11/20/26
122 Approved PS&E 0 days Fri 11/20/26 Fri 11/20/26
123 PHASE III - TASK 9 - RIGHT OF WAY 440 days Mon 3/24/25 Fri 11/27/26 124 E-76 for Right of Way 60 days Mon 11/10/25 Fri 1/30/26 125 Legals and Plats, Appraisals, Acquisition 180 days Mon 2/2/26 Fri 10/9/26 126 CVWD Final Permit Approval Processing 40 days Mon 6/8/26 Fri 7/31/26 127 Right of Way Certification 35 days Mon 10/12/26 Fri 11/27/26 128 Approved Right of Way Certification 0 days Fri 11/27/26 Fri 11/27/26 129 Utility Coordination / Conflict Resolution / Agreements 375 days Mon 3/24/25 Fri 8/28/26 130 Utility Potholing 30 days Mon 3/24/25 Fri 5/2/25
131 Utility Conflicting Mapping 20 days Mon 9/22/25 Fri 10/17/25 132 ROI, NTO, UA Caltrans Review 60 days Mon 11/10/25 Fri 1/30/26 133 Utility Relocation / Utility Agreements 150 days Mon 2/2/26 Fri 8/28/26 134 PHASE IV TASK 10 - CONSTRUCTION BIDDING AND AWARD 145 days Mon 11/30/26 Fri 6/18/27 140 PHASE V - CONSTRUCTION 330 days Mon 6/21/27 Fri 9/22/28 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 2024 2025 2026 Avenue 50 BRIDGE PROJECT
Environmental, Preliminary Engineering, PS&E and Right of Way Services 275 CLICK HERE to Return to Agenda
Exhibit D
Exhibit D
Special Requirements
NONE
276 CLICK HERE to Return to Agenda
Exhibit E
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this Agreement, the following policies shall be maintained and kept in full force and effect providing insurance with minimum limits as indicated below and issued by insurers with A.M. Best ratings of no less than A-VI:
Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers’ Compensation
(per statutory requirements)
Must include the following endorsements:
Workers Compensation with Waiver of Subrogation
Workers Compensation Declaration of Sole Proprietor if applicable Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, Commercial General Liability insurance against all claims for injuries against persons or damages to property resulting from Contracting Party’s acts or omissions rising out of or related to Contracting Party’s performance under this Agreement. The insurance policy shall contain a severability of interest clause providing that the coverage shall be primary for losses arising out of Contracting Party’s performance hereunder and neither City nor its insurers shall be required to contribute to any such loss. An endorsement evidencing the foregoing and naming the City and its officers and employees as additional insured (on the Commercial General Liability policy only) must be submitted concurrently with the execution of this Agreement and approved by City prior to commencement of the services hereunder.
Contracting Party shall carry automobile liability insurance of $1,000,000 per accident against all claims for injuries against persons or damages to property arising out 277 CLICK HERE to Return to Agenda
Exhibit E
of the use of any automobile by Contracting Party, its officers, any person directly or indirectly employed by Contracting Party, any subcontractor or agent, or anyone for whose acts any of them may be liable, arising directly or indirectly out of or related to Contracting Party’s performance under this Agreement. If Contracting Party or Contracting Party’s employees will use personal autos in any way on this project, Contracting Party shall provide evidence of personal auto liability coverage for each such person. The term “automobile” includes, but is not limited to, a land motor vehicle, trailer or semi-trailer designed for travel on public roads. The automobile insurance policy shall contain a severability of interest clause providing that coverage shall be primary for losses arising out of Contracting Party’s performance hereunder and neither City nor its insurers shall be required to contribute to such loss.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contracting Party and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement.
Contracting Party shall carry Workers’ Compensation Insurance in accordance with State Worker’s Compensation laws with employer’s liability limits no less than $1,000,000 per accident or disease.
Contracting Party shall procure and maintain Cyber Liability insurance with limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including credit monitoring and regulatory fines arising from such theft, dissemination or use of the confidential information.
b. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required under the contract for Consultant to properly perform the services intended.
d. Electronic Media Liability arising from personal injury, plagiarism or misappropriation of ideas, domain name infringement or improper deeplinking or framing, and infringement or violation of intellectual property rights.
e. Liability arising from the failure to render professional services. 278 CLICK HERE to Return to Agenda
Exhibit E
If coverage is maintained on a claims-made basis, Contracting Party shall maintain such coverage for an additional period of three (3) years following termination of the contract.
Contracting Party shall provide written notice to City within ten (10) working days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; or (3) the deductible or self-insured retention is increased.
In the event any of said policies of insurance are cancelled, Contracting Party shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Contracting Party’s obligation to indemnify City, its officers, employees, contractors, subcontractors, or agents.
E.2 Remedies. In addition to any other remedies City may have if Contracting Party fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. b. Order Contracting Party to stop work under this Agreement and/or withhold any payment(s) which become due to Contracting Party hereunder until Contracting Party demonstrates compliance with the requirements hereof. c. Terminate this Agreement.
Exercise of any of the above remedies, however, is an alternative to any other remedies City may have. The above remedies are not the exclusive remedies for Contracting Party’s failure to maintain or secure appropriate policies or endorsements.
Nothing herein contained shall be construed as limiting in any way the extent to which Contracting Party may be held responsible for payments of damages to persons or property resulting from Contracting Party’s or its subcontractors’ performance of work under this Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage by Contracting Party. Contracting Party and City agree to the following with respect to insurance provided by Contracting Party:
1. Contracting Party agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials, employees, and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contracting Party, or Contracting Party’s employees, or agents, from waiving the right of subrogation prior to a loss. Contracting Party agrees to waive subrogation rights 279 CLICK HERE to Return to Agenda
Exhibit E
against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Contracting Party and available or applicable to this Agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to City or its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Contracting Party shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all the coverages required and an additional insured endorsement to Contracting Party’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Contracting Party or deducted from sums due Contracting Party, at City option.
8. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contracting Party or any subcontractor, is intended to apply first and on a primary, non-contributing basis in relation to any other insurance or self-insurance available to City.
9. Contracting Party agrees to ensure that subcontractors, and any other party involved with the project that is brought onto or involved in the project by Contracting Party, provide the same minimum insurance coverage required of Contracting Party.
Contracting Party agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contracting Party agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review.
10. Contracting Party agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein (with the exception of professional liability coverage, if required) and further agrees that it will not 280 CLICK HERE to Return to Agenda
Exhibit E
allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Contracting Party’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At that time the City shall review options with the Contracting Party, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions.
11. The City reserves the right at any time during the term of this Agreement to change the amounts and types of insurance required by giving the Contracting Party ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contracting Party, the City will negotiate additional compensation proportional to the increased benefit to City.
12. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement.
13. Contracting Party acknowledges and agrees that any actual or alleged failure on the part of City to inform Contracting Party of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard.
14. Contracting Party will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect.
15. Contracting Party shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Contracting Party’s insurance agent to this effect is acceptable. A certificate of insurance and an additional insured endorsement is required in these specifications applicable to the renewing or new coverage must be provided to City within five (5) days of the expiration of coverages.
16. The provisions of any workers’ compensation or similar act will not limit the obligations of Contracting Party under this agreement. Contracting Party expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials, and agents.
17. Requirements of specific coverage features, or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a 281 CLICK HERE to Return to Agenda
Exhibit E
given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive.
18. These insurance requirements are intended to be separate and distinct from any other provision in this Agreement and are intended by the parties here to be interpreted as such.
19. The requirements in this Exhibit supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit.
20. Contracting Party agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contracting Party for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.
21. Contracting Party agrees to provide immediate notice to City of any claim or loss against Contracting Party arising out of the work performed under this agreement.
City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. 282 CLICK HERE to Return to Agenda
Exhibit F
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officials, employees, and agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party. b. Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Contracting Party shall indemnify, defend (with counsel selected by City), and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses) incurred in connection therewith and costs of investigation, where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Contracting Party or by any individual or entity for which Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of Contracting Party.
c. Indemnity Provisions for Contracts Related to Construction (Limitation on Indemnity). Without affecting the rights of City under any provision of this agreement, Contracting Party shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Contracting Party will be for that entire portion or percentage of liability not attributable to the active negligence of City.
283 CLICK HERE to Return to Agenda
Exhibit F
d. Indemnification Provision for Design Professionals.
1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a) hereinabove, the following indemnification provision shall apply to a Contracting Party who constitutes a “design professional” as the term is defined in paragraph 3 below.
2. Scope of Indemnification. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify and hold harmless City and any and all of its officials, employees, and agents (“Indemnified Parties”) from and against any and all losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses, including, without limitation, incidental and consequential damages, court costs, reimbursement of attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party.
3. Design Professional Defined. As used in this Section F.1(d), the term “design professional” shall be limited to licensed architects, registered professional engineers, licensed professional land surveyors and landscape architects, all as defined under current law, and as may be amended from time to time by Civil Code § 2782.8.
F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees to obtain executed indemnity agreements with provisions identical to those set forth herein this Exhibit F, as applicable to the Contracting Party, from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contracting Party in the performance of this Agreement. In the event Contracting Party fails to obtain such indemnity obligations from others as required herein, Contracting Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth in this Agreement are binding on the successors, assigns or heirs of Contracting Party and shall survive the termination of this Agreement. 284 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING: February 20, 2024
STAFF REPORT
AGENDA TITLE: APPOINT THE PUBLIC WORKS DIRECTOR TO SERVE ON THE
IMPERIAL IRRIGATION DISTRICT ENERGY CONSUMERS ADVISORY COMMITTEE FOR THE REMAINDER OF AN UNEXPIRED TERM ENDING DECEMBER 31, 2024
RECOMMENDATION
Appoint Public Works Director Bryan McKinney to serve as the City’s representative on the Imperial Irrigation District Energy Consumers Advisory Committee for the remainder of an unexpired term ending December 31, 2024.
EXECUTIVE SUMMARY
Imperial Irrigation District (IID) Energy Consumer Advisory Committee (ECAC) provides recommendations to the IID Board of Directors (Board) on matters that affect the Energy Department.
The City has two-member representation on the IID ECAC; historically, Council has appointed one Councilmember and one resident.
The City’s resident representative resigned his position on February 5, 2024; and Council must make an appointment to fill the vacancy.
FISCAL IMPACT
The ECAC position is voluntary and does not receive a stipend. Expenses incurred by members in connection with their service, such as mileage, may be reimbursed only if pre-approved by IID in accordance with IID policy.
BACKGROUND/ANALYSIS
The ECAC was formed in 1994 to provide critical advice and recommendations to the Board regarding all aspects of the Energy Department and its operations, including fiscal and strategic planning, and policy matters.
The ECAC meets on the 3rd Monday of every month, excluding holidays, and is comprised of 20 members who reside within the IID service territory – two (2) Imperial Valley members are appointed by each director representing the five (5) divisions of the BUSINESS SESSION ITEM NO. 3
285 CLICK HERE to Return to Agenda
IID Board; the remaining ten (10) members represent the Coachella Valley and are appointed by the jurisdictional entities they represent, then ratified by the IID Board.
La Quinta appoints two (2)-member representatives each for four (4)-year terms. La Quinta member representatives are comprised of: (1) Councilmember Deborah McGarrey’s (term set to expire December 31, 2026); and (2) La Quinta resident member Lee Osborne (term set to expire December 31, 2024), who submitted his resignation to the IID Board on February 5, 2024.
Staff recommends Council appoint Public Works Director McKinney to fill the vacancy for the remainder of the unexpired term ending December 31, 2024.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Lori Lorett, Senior Permit Technician
Approved by: Monika Radeva, City Clerk
286 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING
DEPARTMENT REPORT
TO: Madam Mayor and Members of the City Council
FROM: Lori Lorett, Senior Permit Technician
Monika Radeva, City Clerk
DATE: February 20, 2024
SUBJECT: SHORT-TERM VACATION RENTAL PROGRAM – 2024 CODE UPDATES AND 2023 QUARTER 4 (OCTOBER – DECEMBER) PROGRAM OVERVIEW
OF CHARACTERISTICS, COMPLIANCE, AND ENFORCEMENT
The 2023 Quarter 4 (Q-4 – October – December) summary update, as of December 31, 2023, of the short-term vacation rental (STVR) program is included with this report as Exhibit A and provides an overview of the program’s characteristics, compliance and enforcement, and a comparison to 2022 and 2021 calendar year metrics.
The City imposed a moratorium on the issuance of new STVR permits on August 4, 2020, via Executive Order No. 10, and extended it in succeeding amendments. Section
3.25.055 of the La Quinta Municipal Code (Code) established a permanent Permit Ban (Ban) on the issuance of new STVR permits in residential areas effective May 20, 2021.
There have been no new permits issued since August 4, 2020, except in a few select “Exempt Areas” zoned for tourist commercial, village commercial, and communities expressly developed to allow STVRs, as depicted on the map in Attachment 1. Permitholders may renew existing permits, but permits cannot be transferred.
Effective January 4, 2024, several STVR code updates (Ordinance Nos. 607 and 608) went into effect as a result of Council’s deliberations held in November and December of 2023, which are briefly summarized below:
A) Homeshare STVR permits – are now exempt from the Ban on the issuance of new STVR permits. As of December 31, 2023, there were a total of 17 Homeshare permits. As of January 31, 2024, a total of 17 new Homeshare permits have been issued, for a grand total of 34.
B) Large Lot Qualified and Certified – large lots consisting of a single parcel of 25,000 sq. feet or more are now eligible to apply for an exemption from the Ban on the issuance of new STVR permits, if certain criteria are met (pursuant to Section
3.25.057 of the Code), to be considered by Council at a Public Hearing; and if approved, may apply to obtain a new STVR permit. Currently there are 3 qualifying DEPARTMENTAL REPORT ITEM NO. 3
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properties undergoing the pre-application review process, which are anticipated to be brought for Council consideration in the coming months:
C) Homeowners’ Associations (HOAs) – Council considered and deliberated during several public meetings, held on April 20, 2021, March 21, 2023, May 16, 2023, and November 7, 2023; however, Council did not amend the Code to provide the option for a qualifying HOA to seek exemption from the Ban on the issuance of new STVR permits.
On November 21, 2023, Council directed staff to: (1) send written notices to HOAs that currently allow STVRs pursuant to their Covenants, Conditions, and Restrictions (CC&Rs) requesting that HOAs notify the City in writing should they be interested in an exemption from the Ban; and (2) identify the total number of parcels within each HOA along with the total number of STVR permits to determine if there has been any attrition.
On January 9, 2024, staff sent written notices, included as Attachment 4.1, to the 6 potentially qualifying HOAs listed in the chart below, and as of this writing, the City has received 4 responses, included as Attachment 4.2 – PGA West – Res II, Santa Rosa Cove, and Village at the Palms indicated they are not interested in pursuing any such exemption; and Monticello stated that the development does not have an HOA nor CC&Rs that govern the use of any of its properties, thus making it ineligible if such an exemption is adopted. The City is communicating with the Estates at La Quinta and PGA West – Res I, and providing additional information as requested, however, there has been no indication of any interest in this exemption.
*Parcel counts for PGA West include all areas EXCEPT Signature which is Exempt Exhibit A and Related Attachments:
1. STVR Zones – map
2. STVR properties by development
3. 24/7 STVR Hotline – flow chart
4.1 City letter mailed to HOAs regarding interest in possible exemption from the Ban, dated January 9, 2024
4.2 HOA responses received
288 CLICK HERE to Return to Agenda
STVR QUARTERLY REPORT
OCTOBER 1, 2023 - DECEMBER 31, 2023
THE STVR PROGRAM CONSISTS OF PERMITTING, LICENSING,
TAX COLLECTION, AND COMPLIANCE MONITORING AND ENFORCEMENT
PERMITTING
The City Clerk's Office issues all new and
renewed STVR permits and related business
licenses, handles Transient Occupancy Tax
(TOT) collections, and assists STVR property
owners with keeping their property in
compliance with the STVR program.
Number of STVR Permits:
December 2023
Total STVR Permits: 1,235
17 49
1,169
Homeshares Primary Residence General Permits
0 500
1000
Figure 1
(Estate Permits: 64)
Active STVR Permits by Area - 2021, 2022 & 2023:
Table 1
Enclosed at the
end of this
report is a list
of Active STVR
Permits by
development
(Attachment 2).
Effective May 20, 2021, a ban on the
issuance of new STVR permits in
Permit Ban Areas was established
pursuant to Section 3.25.055 of the La
Quinta Municipal Code. Permit holders
may renew existing permits in Permit Ban
Areas, but permits cannot be transferred.
New STVR permits can only be issued
for properties within select STVR
Zones, see Attachment 1.
EXHIBIT A
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COMPLIANCE
The Code Compliance Department handles all
compliance related matters for the STVR
program, which includes managing complaints,
conducting investigations, and taking
enforcement actions, such as issuing notices of
violations, administrative citations, and STVR
permit suspensions.
2023 STVR Complaints Citywide by Area
13 34
19 13
16 24
7 9
26 49
9 10
25 28
8 13
1 6
4 9
North LQ Mid LQ Cove South LQ (PGA West) Exempt Areas
Q-1 2023
Q-2 2023
Q-3 2023
Q-4 2023
0 20 40 60 80 100 120 140
Complaints:
81*
141
Figure 2 * This does not include 86 complaints received due to a technical glitch with one of the hosting platforms.
47 The STVR program features a 24/7 STVR Hotline available to residents to call and report complaints or potential issues regarding STVR properties. These calls are answered by City staff or the call center vendor as shown on Attachment 3, and each call is directed accordingly to a Code Enforcement Officer or the Local Contact on file for the STVR property. All calls can be reported anonymously. 24/7 STVR Hotline: (760) 777-7157
Figure 2 above shows the complaints received
citywide for each Area in 2023.
54 290 CLICK HERE to Return to Agenda
Figure 3
YOY Quartly Complaints: 2021 - 2023
324
348
294
85 71
129
56 30
81 141
47 54
2021 2022 2023
Q-1 Q-2 Q-3 Q-4
0 100
200
300
2023 Complaints:
Permitted vs. Unpermitted
21 42
29 20
60 99
18 34
Permitted Unpermitted
Q-1 2023 Q-2 2023 Q-3 2023 Q-4 2023
0 25
50 75
100
Figure 3 details the the
complaint data for 2023
as it applies to permitted
vs. unpermitted STVR
properties.
Figure 4
Figure 4 shows the yearover-year quarterly
comparison of citywide
STVR complaints for
2021, 2022, and 2023.
Figure 3 above shows complaints for unpermitted properties continue to be the vast majority in 2023 as they were in 2022.
The year-over-year comparison for the number of complaints for 2023 are consistent with the lower number of complaints received in 2022.
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Citations:
2022 & 2023 STVR Citations:
Permitted vs. Unpermitted
9 8 4 1 1 5 5 4
9 21
14 6
36 49
9 5
Permitted Citations Unpermitted Citations
Q-1 2022Q-2 2022Q-3 2022Q-4 2022Q-1 2023Q-2 2023Q-3 2023Q-4 2023 0 25
50 2022 & 2023 STVR Citations:
Administrative vs. Disturbance
10 22 15
7 37
53 10
6 8
7 3
1 4
3 Administrative Citations Disturbance Citations
Q-1 2022Q-2 2022Q-3 2022Q-4 2022Q-1 2023Q-2 2023Q-3 2023Q-4 2023 0 25
50 Figure 5
Figure 6
Disturbance - the majority of disturbance compliance activities are due to noise, generally caused by large events or gatherings, children running/screaming/laughing, popping balloons, construction, slamming doors, etc. Other complaints include excessive parking, bright lights, trash, unsecured pool access, unmaintained yard, etc.
Administrative - the overwhelming majority of administrative compliance matters are related to operating/advertising without an STVR permit or business license, or failure to display the STVR permit number on listings. Others include incorrect or missing occupancy limit advertised on listings, failure to report/remit transient occupancy tax, etc.
Figure 6 shows the vast
majority of citations
were issued for
administrative matters,
primarily for operating
and/or advertising without
an STVR permit:
- 93% in 2023
- 75% in 2022
Figure 5 shows the vast
majority of citations in
2022 and 2023 were
issued to unpermitted
properties:
- 87% in 2023
- 82% in 2022
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TAXES, FEES &
STVR PROGRAM
COSTS
The STVR program collects Transient
Occupancy Tax (TOT), fees for citations
and inspections, and all program operating
costs such as STVR permit and business
licensing fees.
Table 2 *Citation Fine Collections are current as of February 9, 2024 TOT is a 10% tax due to the City each month on all STVR stays of 30-days or less.
Permit and licensing fees and fine collections covered STVR program operational costs in 2021, 2022 and 2023.
TOT collections remained steady over the last 3 calendar years (2021 - 2023).
Table 2 below provides an overview of the annual STVR program revenues for calendar years 2020, 2021, 2022, and 2023.
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MILES AVE
FRED WARING DR
AVENIDA BERMUDAS
CALLE TECATE
AIRPORT BLV
CALLE
TAMPICO
CALLE
DURANGO
MONROE ST
WASHINGTON ST
58TH AVE
50TH AVE
MADISON ST
48TH AVE
AVENIDA CARRANZA
EISENHOWER DR
SH-111
JEFFERSON ST
52ND AVE
54TH AVE
JEFFERSON ST JEFFERSON ST
50TH AVE
10 11
7 4
1 3
2 9
8 6
5 12
13 ¯
0 1 2
Miles
STVR Exempt Areas
City Boundary
STVR Exempt Zone
STVR Exempt Zone -
HOA Approval Required
North La Quinta
Cove
Mid La Quinta
South La Quinta
EISENHOWER
DR
STVR ZONES
ATTACHMENT 1
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Acacia 9 The Cove 220
Bella Vista 9 Cove Total STVR Permits 220
Cactus Flower 9
Del Rey 2
Desert Pride 11 Avenida La Fonda Neighborhood (Desert Club TR Unit 2) 2 Indian Springs Neighborhood 5 Calle Fortuna Neighborhood (Desert Club TR Unit 1) 3 La Quinta Del Oro (Not Gated) 8 Desert Club Estates (Desert Club TR Unit 5) 15 La Quinta Highlands 13 Enclave 1
Marbella 5 Haciendas at La Quinta 1
Monticello 11 Highland Palms Neighborhood 11
Quinterra 3 Montero Estates (No HOA) 2
Rancho Ocotillo 3 Renaissance 1
Sonrisa 5 Sagebrush Neighborhood (Desert Club Manor TR 1) 7 Topaz 10 Santa Rosa Cove 42
Vista Grande 2 Seasons at La Quinta (Residential) 2
Westward Ho/Westward Shadows 1 Mid La Quinta Total STVR Permits: 87 Westward Isle 1
North La Quinta Total STVR Permits: 107
Casitas Las Rosas 72
Legacy Villas 214
Estates at La Quinta 1 Merv Griffin Estate 1
La Quinta Fairways 4 PGA West:Signature 144
PGA West: Fairways 96 Polo Villas 11
PGA West: Res I 135 Puerta Azul 39
PGA West: Res II 61 Spa Villas at LQ Resort 10
Village at the Palms 2 Tennis Villas 31
South La Quinta Total STVR Permits: 299 Exempt Total STVR Permits 522 *This information is current as of December 31, 2023 and is updated on a quarterly basis Number of Permitted STVR Properties by Development
1,235 Active STVR Permits as of 12/31/2023*
North La Quinta Cove
Mid La Quinta
Exempt
South La Quinta
ATTACHMENT 2
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**SHERIFF MAY BE DISPATCHED AT ANY TIME DEPENDING ON THE CIRCUMSTANCES OF THE CALL *IF THE CODE OFFICER IS UNAVAILABLE OR UNABLE TO RETURN CALLS IMMEDIATELY, HOTLINE CALLS ARE FORWARDED TO THE HOTLINE VENDOR UNTIL
THE CODE OFFICER BECOMES AVAILABLE
CALL TO HOTLINE IS
RECEIVED
24/7 STVR HOTLINE - (760) 777-7157
HOTLINE CALLS EXTENDED-BUSINESS HOURS:
FRIDAY - SUNDAY: 6:00 PM - 2:00 AM (MONDAY)
HOTLINE VENDOR ANSWERS CALL
AND GATHERS COMPLAINT AND
PROPERTY INFORMATION FROM
CALLER
CITY CONTRACTED SECURITY PATROL
OFFICER IS DISPATCHED TO PROPERTY.
DEPENDING ON SITUATION, LOCAL
CONTACT MAY BE CALLED**
ALL CALLS MADE TO THE 24/7 STVR HOTLINE ARE ROUTED ACCORDINGLY DEPENDING ON THE
DAY/TIME OF THE CALL AS SHOWN BELOW
HOTLINE CALLS BUSINESS-HOURS:
MONDAY - FRIDAY: 8:00 AM - 4:30 PM OR SATURDAY: 8:30 AM - 4:30 PM
CITY CODE OFFICER IS DISPATCHED TO
PROPERTY. DEPENDING ON SITUATION,
LOCAL CONTACT MAY BE CALLED**
CITY CODE COMPLIANCE ANSWERS
THE CALL AND GATHERS COMPLAINT
AND PROPERTY INFORMATION FROM
CALLER*
HOTLINE VENDOR ANSWERS CALL AND
GATHERS COMPLAINT AND PROPERTY
INFORMATION FROM CALLER
HOTLINE VENDOR CONTACTS LOCAL
CONTACT ON FILE FOR STVR PROPERTY
TO ADDRESS COMPLAINT OR SHERIFF'S
DEPARTMENT IF NEEDED
HOTLINE CALLS AFTER-HOURS:
MONDAY - FRIDAY: 4:30 PM - 8:00 AM OR SUNDAY - MONDAY: 2:00 AM - 8:00 AM (MONDAY)
CALL TO HOTLINE IS
RECEIVED
CALL TO HOTLINE IS
RECEIVED
ATTACHMENT 3
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January 9, 2024
HOA Name Here
Attn: ________________
Street Address
La Quinta, California 92253
RE: Homeowner’s Association (HOA) Request for Exemption from the Current Ban on the Issuance of New Short-Term Vacation Rental (STVR) Permits Dear ____________,
This correspondence is being issued by the City of La Quinta (City) because the Enter HOA Name Here residential development allows STVRs as a permitted use pursuant to the Covenants, Conditions, and Restrictions (CC&Rs) of its governing HOA.
BACKGROUND INFORMATION
Effective May 20, 2021, Section 3.25.055 of the La Quinta Municipal Code (LQMC), enclosed as Attachment 1, imposed a permanent ban on the issuance of new STVR permits citywide (Ban), except for a few exempt areas in La Quinta, noted in green on the STVR Zones map enclosed as Attachment 2.
The Ban on the issuance of new STVR permits includes HOA communities, even if the HOA CC&Rs allow STVRs as a permitted use. Properties that have current STVR permits in good standing, including those in HOA communities, may continue to operate as STVRs, as long as the permits are renewed annually prior to their expiration date.
The La Quinta City Council (Council) considered and deliberated during several public meetings, held on April 20, 2021, March 21, 2023, May 16, 2023, November 7, 2023, and November 21, 2023, a possible exemption for HOAs that may submit a written request with the City to be exempted from the Ban on the issuance of new STVR permits. While such an exemption has not been adopted at this time, Council may consider amending the LQMC if there is interest from a qualifying HOAs in pursuing such an exemption that has met all of the following criteria:
Use of residential dwellings as STVRs is authorized under the HOA CC&Rs – a copy of the recorded CC&Rs must be provided;
The voting membership of the HOA approves by no less than the vote required under the CC&Rs for the residential development, or if no vote requirement is specified, a ATTACHMENT 4.1
297 CLICK HERE to Return to Agenda
simple majority vote (50% + 1 vote) to be exempted from the Ban on the issuance of new STVR permits, and such vote confirms that all residential dwellings within the HOA may apply for a new STVR permit;
The HOA certifies that it has complied with any other voting requirements that must be followed pursuant to the CC&Rs or other operative documents governed by the HOA in connection with the voter-approval as stated above; The vote of the voting membership of the HOA was conducted within the previous 12 months from the date the HOA submits a request for exemption from the Ban with the City.
The HOA expressly commits to prepare and implement a plan to ensure proper management, compliance monitoring, and enforcement of all STVR units within the development pursuant to the City’s STVR Program. These responsibilities shall be outlined in detail and a document, prepared in a form approved by the City Attorney, shall be executed in writing between the HOA and the City.
If there is interest from qualifying HOAs in pursuing an exemption from the Ban on the issuance of new STVR permits currently in effect, and upon the City receiving such a request, in writing, that meets all of the criteria listed above, staff will table this item for Council consideration.
RESPONSE REQUESTED
Please issue a written response to the City by February 9, 2024, authored by the HOA on behalf of the voting membership of your residential development, to notify the City whether or not your HOA is interested in being exempted from the Ban.
If you have any questions, you may contact Senior Permit Technician Lori Lorett via email at [email protected] or via phone at (760) 777 – 7162.
Sincerely,
Monika Radeva, City Clerk
City of La Quinta
Attachments: 1. Section 3.25.055 of the LQMC
2. STVR Zones map
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ATTACHMENT 4.2
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Caution: [EXTERNAL EMAIL] This email originated from outside the company.
You don't often get email from [email protected]. Learn why this is important From: Lori Lorett
To: Christina Enriquez
Subject: RE: Village at the Palms
Date: Friday, February 9, 2024 10:15:00 AM
Attachments: image001.png
Thank you, Christina. I will make note of this request for Village at the Palms. Have a great day! Lori Lorett | Senior Permit Technician
City Clerk’s Office
City of La Quinta
78495 Calle Tampico | La Quinta, CA 92253
Ph. 760.777.7162
www.laquintaca.gov
https://laquinta.munirevs.com
From: Christina Enriquez <[email protected]>
Sent: Friday, February 9, 2024 10:07 AM
To: Lori Lorett <[email protected]>
Subject: RE: Village at the Palms
** EXTERNAL: This message originated outside of the City of La Quinta. Please use proper judgement and caution when opening attachments, clicking links or responding to requests for information. **
Please accept this email as the response on behalf of The Village at The Palms, Inc. The Village at The Palms does not wish to pursue an exemption from the Ban on the issuance of new STVR permits.
TVATP would like to remain status quo.
Let me know if you need anything else from me.
Regards,
Christina Enriquez
Community Association Manager
The Village at The Palms, Inc.
760 610 7719
760 423 3259 - cell
-------- Original message --------
From: Lori Lorett <[email protected]>
Date: 2/9/24 10:01 AM (GMT-08:00)
To: Christina Enriquez <[email protected]>
Cc: Lori Lorett <[email protected]>
Subject: Village at the Palms
Good morning Christina,
Thank you for providing the updated information for the main contact for the “Village at the Palms” community. Please send your letter of response directly to me regarding the HOA exemption as we discussed.
Below are the 2 properties within the community that have active STVR permits as you requested:
1. 56005 Village Dr
2. 56678 Palms Dr
Let me know if you have any questions.
Thank you,
Lori Lorett | Senior Permit Technician
City Clerk’s Office
City of La Quinta
78495 Calle Tampico | La Quinta, CA 92253
Ph. 760.777.7162
www.laquintaca.gov
https://laquinta.munirevs.com
302 CLICK HERE to Return to Agenda
DEPARTMENTAL REPORT ITEM NO. 4
COMMUNITY SERVICES
QUARTERLY REPORT
Wellness Center, LQ Library, LQ Museum, and Creation Station October 1 – December 31, 2023
Community Programs & Social Services
Wellness Center, FIND Food Distribution, Fritz Burns Pool, & Sports Wellness Center provided fitness & recreation programs to 10,498 participants/fitness members (8,957 fitness gym participants; 1,541 program participants for SRR Resident Cards, Luncheons, Love & Love Tennis, Gentle Yoga, Mat Pilates, Ballroom Dance, Deep Stretch, Mental Muscle Relaxation, Essential Fitness, Pickleball 101, Social Bridge, Mah Jongg, Ukulele, Dominoes, and Quilting for Good Times). Social service offerings such as the Riverside County Cool Center, HICAP, LIHEAP, Bilhartz Insurance (information on Medicare Advantage Plans), FIND Outreach, DPSS Adult Services, DAP Health Revivals, vaccination clinics, and senior resource fair were available to the public.
Desert Recreation District (DRD) served 1,280 participants (563 for open/lap swim and group swim lessons; 249 Water Aerobics; 411 Senior Splash; 57 Floating Pumpkin Patch and Poolside with Santa events) at Fritz Burns Pool programs/classes.
Youth sports programs had 56,411 total participants (players, spectators, coaches) for AYSO (soccer – 27,900), Friday Night Lights (flag football – 1,4435), La Quinta Youth Sports Association (baseball – 7,515), and Palm Desert La Quinta (tackle football/cheer – 6,561).
Practices and league games are held at La Quinta Park, Colonel Mitchell Paige Middle School, and the La Quinta Sports Complex.
Distributed 22,723 pounds of food (food packages/boxes of dry goods and produce) to 862 persons at Coral Mountain, Hadley Villas, Vista Dunes, Washington Street Apartments, and Wolff Waters; FIND also provides mobile pantries for food distribution two times per month at Horizon High School and La Quinta Community Fitness Center & Park. 303 CLICK HERE to Return to Agenda La Quinta Library
• Attendance: 24,000+ persons visited and participated in various programs; 42,100+ items were circulated.
• Events: Autism Society’s Trunk or Treat, 2nd Annual Festival of Frights, Corn Maze Kick Off, Musical Puppet Show, Holiday Hijinks Puppet Show, and Escape the Yeti’s Cave Escape Room. • Programs: Baby/Toddler/Preschool Storytimes; AM & PM Sensory Hour, Piece It Together (children's Lego and puzzle club), Library Birthday Party, Teen Anime Zone, Impulse Affirmation, Teen Game Night, Graphic Bites Teen Book Club, Level Up LQ Teen Gaming Club, Writer’s Block Writers Group, Graphic Novel Club, Read the World, Pagemaster's Book Club, Page Turners Book Club, Love Story Book Club, Altered Book Club (Book Crafting), and Chess Club.
Circulation/ Programs/ Events
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La Quinta Creation Station
• Attendance: 824 people participated in various programs/services. • Memberships: 22 new memberships; 80 active memberships. • Programs: MakerCraft (Viking Wire Weaving, Spooky Lantern Projectors, DUNE Sandworm Hand Puppet, Escape the Pyramids, Winter Carnival Games, and Wright Brother’s Day Paper Planes), Fiber Arts Bootcamp (Itsy Bitsy Amigurumi Spider Crochet, Needle Felted Holly Berry Brooch, and TShirt Yarn Crochet Basket), and MakerSpace Camps (Electronics: Spooky Mirror Illusion, Hand Sewing: Pokémon Mini Pillows, and 3D Printing & TinkerCAD).
Makerspace Programs/ Services/ Memberships
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La Quinta Museum
• Attendance: 2,300+ visitors/participants.
• Exhibits: Desert Views, Scorpions!, Dia de Muertos Mini Alters, and La Quinta Legends: Frank Capra. • Events: Music at the Museum (Samarya Stone and Las Tias), Family Fun: PS Snake Club, SCRAP Gallery, Field Trips: Ben Franklin Elementary and Gerald Ford Elementary, La Quinta Historical Society meeting, City of Coachella museum tour, Torres Martinez A’Avutem, and the Annual Casita Lighting. • Programs: Good Reads in the Gallery and La Sobremesa Book Clubs, STITCH Fiber Arts Club, TED Talk Discussion, Take a Break with Huell, Genealogy Club, Sketchbook Journaling, and Fridays with Frank.
• Social Media Promotion: Friday Fun Facts and Exhibit Content is shared via social media with Facebook, Twitter, Instagram, and YouTube subscribers.
Exhibits/ Programs/ Events
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Veterans Recognition Ceremony @ Civic Center Campus
• The Veterans Recognition Ceremony was held on Saturday, November 11, to honor and recognize 22 veterans and former honorees in the branches of the United States Air Force, Army, Coast Guard, Marines, and Navy. Michael A. Von Scheer, US Navy, was the guest speaker along with musical performances from Doug Hassett and the La Quinta High School Wind Ensemble.
• Gold Star Family recognition to honor Staff Sgt. James Perez, US Army and Cpl. Hunter Lopez, US Marine Corps.
• A flyover was provided by the Palm Springs Air Museum, American Flag quilts provided by the Ophelia Project, the Pledge of Allegiance was led by Scout Troop 1701, and the presentation of colors was provided by La Quinta High School Air Force JROTC. • Veterans also received honorary t-shirts provided by the City of La Quinta. • A Fallen Solider Table was displayed throughout November at the La Quinta Museum to honor those who are no longer with us.
• A flag retirement box, located in the south parking lot of City Hall, is available for residents and visitors to properly discard their worn U.S. flags.
Community Events
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Community Events
Tree Lighting Ceremony @ Civic Center Campus
• The annual Tree Lighting Ceremony was held on Friday, December 1. Mayor and Councilmembers provided holiday greetings and counted down the lighting of the Christmas Tree.
• Santa Claus was available for Instagram photos in front of the tree and live performances were provided by Dance, Play, Pretend and Beginning Ballet, Ballet Folklorico Sol Del Desierto, Doug Hassett, Natasha Terrell, and La Quinta High School Cheer and Wind Ensemble. • Too Tall Tomm handed out candy canes, the Grinch and Frozen’s Elsa and Anna greeted participants and were available for photos, Desert Recreation District and Scouts BSA Troops 1701 and 451 provided games and holiday decorating. and were available for photos. Treats were available from Algo Dulce Sun Sweets, cupcakes, Crumble Cookie, cookie boxes, and Coffee Bean & Tea Leaf provided hot cocoa with whipped cream. • Holiday gift bags with toys and treats were provided to children in attendance and the Holiday Train provided rides for children and families through the park. 308 CLICK HERE to Return to Agenda • Pancakes with Santa was held on Saturday, December 16. Participants had breakfast consisting of pancakes, scrambled eggs, bacon, fruit, orange juice and hot cocoa. • Santa and Mrs. Claus were available to visit with families, take photos, read stories, and participate in activities such as decorate stockings, ornaments, create picture frames, coloring station, and write a Letter to Santa.
• Volunteers from the Wellness Center and the Ophelia Girls assisted with serving food and helping with crafts.
• Holiday gift bags were handed out to everyone in attendance and holiday décor was provided by Casita Balloon and Fun Express.
Community Events
Pancakes with Santa @ Wellness Center
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Concert in the Park Series @ SilverRock Park
• All Night Meat Bingo performed on Saturday, October 14 from 6:00-8:00 p.m. • Approximately 600+ persons in attendance.
• City staff provided information and giveaways to participants.
Community Events
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• Attendance: 4,594 residents and 2,628 non-residents used the park this quarter. Park hours: 5 days a week (Monday-Friday 12:00 - 9:00 p.m.; Saturday-Sunday 9:00 a.m. – 9:00 p.m.).
• Total Memberships: 134 memberships sold this quarter (93 resident and 41 non-resident).
Overall memberships sold to date is approximately 1,128 (775 resident and 353 nonresident). • Programs: Halloween Pop-up Game of Skate/ Best Trick Contest; Veterans’ Day sale and Pop-up Game of Skate; Bike Jam Pop-up Contest; Thanksgiving Skate Camp; Black Friday sale and contest with free food; 12 Days of Christmas sale; Old School Skateboarders Sesh (Hosoi/Elguera); and Christmas Skate Camp. • Events: X Park 1-year Anniversary, WCMX World Championship, and CASL Amateur Skateboard Contest.
X Park
Bike & Skate Programs/ Events/ Memberships
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321
239 265
206
368
213
2022
OCTOBER NOVEMBER DECEMBER
2023 2022 2023 2022 2023
228
280
177 168
273
221
OCTOBER NOVEMBER
2022 2023
DECEMBER
2022 2023 2022 2023
4th Quarter (October - December 2023)
DESIGN & DEVELOPMENT
QUARTERLY REPORT
The Design and Development Department consists of three divisions:
Building, The Hub, and Planning
Building Division
Plan Check Submittals
-31% from Q4 2022
570 614 715
954
658
2019 2020 2021 2022 2023
Building Permits Issued
-1% from Q4 2022
425 486 492
678 669
2019 2020 2021 2022 2023
P L A N C H E C K A N D B U I L D I N G P E R M I T S
The Building Division administers and issues all residential and commercial building permit applications, reviews plans (plan checks), and conducts on-site building inspections for compliance with the La Quinta Municipal Code and California Building Standards Code.
Single Family
Dwelling Permits
Issued in 2023
257
Building Inspections
Performed in 2023
23,462
Plan Check Fees
Received in 2023
Building Permit Fees
Received in 2023
$854,249 $1,447,032
DEPARTMENTAL REPORT ITEM NO. 5
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Monthly Building Inspections
-28% from Q4 2022
2,229
1,840
2,390
1,569
2,324
1,579
OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
Average Building Inspections Per Day
-30% from Q4 2022
$168,837 $205,198
$165k
$55k
$82k
$40k
$192k
$110
$58k $51k $44k $57k
$91k
$61k
Plan Check Fees Building Permit Fees
-12% from Q4 2022 total of $192,781
$156k $168k
$424k
$193k $169k
2019 2020 2021 2022 2023
106
84 126
78 116
83 OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
3,283 2,482
3,801
6,943
4,988
2019 2020 2021 2022 2023
78 41
62 116
82 2019 2020 2021 2022 2023
-53% from Q4 2022 total of $439,048
$136k $127k $184k
$439
$205k
2019 2020 2021 2022 2023
4th Quarter Total 4th Quarter Total
F I N A N C I A L D ATA
INSPECTION DATA
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Permits Planning Business License
C U S T O M E R A C T I V I T Y
B u s i n e s s L i c e n s e s P r o c e s s e d
L I C E N S E S A N D P E R M I T S
C U S T O M E R S E R V I C E S
The Hub serves as a one-stop permit center. It is the central location for obtaining permits for planning, building, engineering, business licenses, and special events. The Hub also issues permits for garage sales, home occupations, pool drains, re-roofs, and HVAC, window, water heater, and utility changeouts.
-22% from Q4 2022
O t h e r P e r m i t s I s s u e d
130 130 116 123 142
101
-9% from Q4 2022
P H O N E A C T I V I T Y
2,804
2,404
2,182
OCT 2023
NOV 2023
DEC 2023
0 1000 2000 3000
234
259
200
OCT 2023
NOV 2023
DEC 2023
0 250 500
Includes all phone calls received by the
Concierge, the Hub general line, and all
Permit Technicians.
Includes all customers checked in by the
Concierge.
Average
HUB Calls
Received
Per Day
123
327
253 287 239 235
167
OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
189
475
874 849
659
2019 2020 2021 2022 2023
403 332 312 388 354
2019 2020 2021 2022 2023
Licenses Issued in 2023 for New
Businesses in La Quinta
158
Total HUB Customers
in 2023
3,917
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PLANNING
The Planning Division administers the zoning and development standards and works with residential and commercial developers, architects, builders, and businesses to ensure that development is consistent with the City's Zoning Code and General Plan. Planning staff coordinates with the Planning Commission, whose primary function is to develop and maintain the City’s General Plan, consider development applications, as well as to serve as an advisory body to the City Council.
Planning Staff Approvals
APPLICATIONS RECEIVED -14% from Q4 2022
6 4
9 10
6 4
Planning Commission Actions
OCTOBER NOVEMBER DECEMBER
2022 2023 2022 2023 2022 2023
28 37 33
21 18
2019 2020 2021 2022 2023
Special Event Permit for a wedding and reception on October 21, 2023, at a private residence at 77600 Avenida Fernando.
Special Event Permit for the Alpha Win Triathlon race consisting of swim, bike, and run components, starting and finishing at Lake Cahuilla Veterans Regional Park.
Temporary Use Permit for a temporary modular sales trailer at the southeast corner of Miles Avenue and Washington Street.
Temporary Use Permit for a Spirit Halloween store at 79110 Highway 111 (former Bed Bath & Beyond building) with retail sales of costumes and decorations from August 20, 2023, to November 6, 2023.
Special Event Permit for the Annual La Quinta Historical Society Fundraiser on October 27, 2023, and the Hunter Lopez Memorial Foundation Event on October 28, 2023, at the La Quinta Historical Society at 58300 Almonte Drive.
Final Landscape Plans for Madison Streetscape Improvements at Andalusia.
Temporary Parcel Map to subdivide 1.416 acres of unimproved land into two parcels of 0.74 and 0.676 acres each at the Madison Club.
Ironman 70.3 Indian Wells La Quinta triathlon event consisting of a 1.2-mile swim at Lake Cahuilla, and a 56-mile bike through La Quinta, Indio, Riverside County, and Indian Wells.
Temporary Use Permit for a Christmas Tree Lot at Lowe's Home Improvement parking lot.
Sign Program Amendment at Jefferson Plaza for Home Depot Tool Rental building.
La Quinta Resort Grove Restrooms and Storage facility at 49499 Eisenhower Drive.
Special Event Permit for American Express Golf Tournament at PGA West and La Quinta Country Club from January 15 through 21, 2024.
Special Event Permits for Madison Club Member Events: A New Year's Eve Party & Dinner Reception on January 15, 2024.
Recommended Council approval of changes to architecture, building height, and site plans for the La Quinta Village Apartments, a 252-unit multi-family apartment complex, including 74 moderate-income units, located at the northeast corner of Washington Street and Avenue 50.
Recommended Council approval of additions to the City inventory of affordable housing sites to meet the state-mandated "no net loss" requirements in connection with the La Quinta Village Apartments project on the northeast corner of Washington Street and Avenue 50.
Recommended Council approval of zoning code language cleanup and changes to game court and accessory dwelling unit regulations.
Finding a property exchange between the City and a private party for certain real property on Avenida La Fonda and another on Desert Club Drive consistent with the City's 2035 General Plan.
Approved a Conditional Use Permit for a monopalm wireless telecommunication tower at the Fire Station at 54001 Madison Street.
Finding a donation of property consisting of mountain rock located north of Highway 111 and west of Washington Street for open space preservation consistent with the 2035 General Plan.
Specific Plan Amendment and Site Development Permit for a 125-room Hampton Inn Hotel and associated amenities at the southwest corner of La Quinta Drive and Auto Centre Drive.
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La Quinta Development In Progress
Projects Approved with
Building Plans Under Review
Home Depot
Tool Rental
Center
Now Open
LongHorn Steakhouse
Now Open
Quick Quack
Car Wash*
Recently Approved
125-room Hampton Inn Hotel*
WellBe Health
Now Open
Chick-fil-A*
Jefferson
Street
Apartments*
42 Units
Currently Under Construction
Desert Club
Apartments
16 Units
*Rendering
*Rendering
*Rendering
*Rendering
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DEPARTMENTAL REPORT ITEM NO. 7A
PUBLIC SAFETY
QUARTERLY REPORT
Code Compliance / Animal Control
Oct. 1 – December 31, 2023
542
609
790 809
653 630
439 391
496
714
525
434
609 580
687
914
667
589
477
611
519
671
564
377
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Site Inspections*
2022 2023
*Site inspections are required to confirm violations and include STVR inspections and regular code complaints (e.g., trash containers, landscaping, property maintenance issues, etc.).
Signs
2%
Vehicle
Issues
6% Building
Code
8%
Animal
Control
11%
Business
License
11%
STVRs
18%
Property
Maintenance
44%
Administrative Citations
Hearing Types:
• 6 Administrative Hearings
• 1 Administrative Appeal Superior Court
Property Maintenance Case Before & After
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False Alarms
• $212,104 in fees collected to
date
• City Staff outreach to businesses
with multiple false alarms.
Animal Control Update
4 2
4 5 4
33 49
Impounds
5 3
6 12
4 12
31 Outcomes
Riverside County Department of Animal Services (RCDAS) – Coachella Campus has walk-in hours from 10 a.m. to 4 p.m. In the event of a pet emergency, animal control question, or if you are interested in adopting, fostering or rescuing, please call 951-358-7387. Potential adopters, fosters, or resources can also send an email to [email protected] or visit their website at: https://www.rcdas.org/.
RCDAS is hosting Free Mobile Clinics throughout the county. For more information and to make an appointment, please visit https://rcdas.org/mobile-wellness or call 951-358-7387.
A false alarm means the activation of a security alarm system necessitating response by peace officers when an emergency does not exist. A service fee is due to the city after an excessive number of false alarms (defined as three or more false alarms) within a one-year period have been received from a particular business, residence, or property.
181
133 124
137
118 115
Oct Nov Dec
2022 2023
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FIRE DEPARTMENT
QUARTERLY REPORT
October 1, 2023– December 31, 2023
Incident Response Activity
Incident Type 2nd Qtr.
2022
2nd Qtr.
2023
Medical 1,032 984
False Alarm 126 120
Public Service
Assistance
97 67
Traffic Collision 72 71
Standby 13 17
Other Fire 6 8
Residential Fire 3 11
Vehicle Fire 0 2
Rescue 3 2
Ringing Alarm 7 5
Other
Miscellaneous
3 0
Hazardous
Materials
2 1
Commercial Fire 0 1
Multi-Family
Dwelling Fire
1 0
Wildland Fire 2 2
Total 1,367 1,291
DEPARTMENTAL REPORT ITEM NO. 7B
Average Enroute to
On-Scene Time
567
313
31 2 4.91
60.04 539
335
36 2
5.09 57.16
<5
Minutes
+5
Minutes
+10
Minutes
+20
Minutes
Average
Min
% 0 to 5
Min
2nd Qtr 2022 2nd Qtr 2023
Enroute Time: When a unit has been acknowledged as
responding.
On-scene Time: When a unit has been acknowledged
as being on-scene.
Automatic Aid 2nd
Qtr.
2022
2nd
Qtr.
2023
LQ Resources Responding
in LQ
1,271 1,265
LQ Resources Aiding Other
Jurisdictions
769 685
Resources Aiding LQ 459 379
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Truck Report
For this quarter, Truck 86 recorded 29 responses, and Truck 33 had 3 responses in the City of La Quinta.
Fire Inspection Report
• Construction Plan Reviews – 134
• Planning Case Reviews – 26
• Construction inspections – 610
• Facility Inspections – 28
• Review and Inspection Service – During this period, the average turnaround time for plan reviews was 3 weeks; and the average turnaround time for inspections was 3 business days.
Significant Incident Report
23CARRU146846: On October 3, 2023, CAL FIRE/Riverside County Firefighters responded to a structure fire.
The first arriving Engine reported two single story homes well involved with fire. In total, two buildings were destroyed, and an additional home was slightly damaged. Firefighters kept the fire from spreading to the four surrounding houses. Two people were found deceased inside one of the homes and two adults were displaced.
One firefighter was transported from the scene with a minor injury. 23CARRU157133: On October 23, 2023, CAL FIRE/Riverside County Engine 32 responded to a traffic collision.
Fire Crews arrived to find a single motorcycle off the road. Victim was pronounced dead at the scene by AMR and confirmed with CAL Fire Paramedic.
23CARRU157926: On October 24, 2023, CAL FIRE/Riverside County Firefighters responded to a fire in the back parking lot of the Desert Sands Unified School District building. First arriving Engine reported a large 30'x30'x 3' pile green waste well involved with fire and threatening seven school buses. Firefighters were able to quickly contain the fire; only one school bus sustained major fire damage. 23CARRU177112: On November 28, 2023, CAL FIRE/Riverside County Fire Department responded to a residential fire. The first arriving Engine reported multiple palm trees on fire with extension into a single-story house. Firefighters contained the fire to the trees and the patio cover with limited extension into the living space.
There were no injuries and fire personnel rescued the family cat. 23CARRU18123: On December 6, 2023, CAL FIRE/Riverside County Fire Department was dispatched to a traffic collision with injuries. The first arriving Engine reported a single passenger vehicle, off the roadway, approximately 100 feet down into a wash. The Fire Ladder Truck T86 was requested to assist in a technical rope rescue of a single patient, with moderate injuries. Riverside County Sherriff’s Deputies and Coachella Valley Water District representatives arrived at scene to assess logistical needs. The patient was transported to Desert Regional Medical Center via AMR.
474
508 478 603 576 475
859
1217
1022
1660
3009
3131
2018 2019 2020 2021 2022 2023
Annual Review and Inspection Trends - La Quinta
Total reviews conducted Total inspections/actions completed 322 CLICK HERE to Return to Agenda
LA QUINTA SHERIFF’S STATION
QUARTERLY REPORT
October 1, 2023 – December 31, 2023
Statistics
Priority 1 – Involve circumstances that pose a clearly defined threat to human life or property; Priority 2 – Involve circumstances of an urgent but not life-threatening nature (e.g. minor assaults and batteries);
Priority 3 – Involve circumstances which are neither urgent nor life threatening (e.g. disturbances of the peace);
Priority 4 – Incidents occurring in the past or “cold” calls.
DEPARTMENTAL REPORT ITEM NO. 7C
Average Response Time
Number of Calls for Service
6.19 14.79
23.12 30.48
5 15.4
25.8 40.11
Priority 1 Priority 2 Priority 3 Priority 4
Oct-22 Oct-23
6.58 13.81
27.69 33.06
6.97 14.71
26.23 32.31
Priority 1 Priority 2 Priority 3 Priority 4
Nov-22 Nov-23
5.7 17.19
27.38 35.81
6.58 15.65
25.46 37.98
Priority 1 Priority 2 Priority 3 Priority 4
Dec-22 Dec-23
22 524
400
202
25 469
380
179
Priority 1 Priority 2 Priority 3 Priority 4
Oct- 22 Oct-23
26 432
378
190
20 402
347
189
Priority 1 Priority 2 Priority 3 Priority 4
Nov-22 Nov-23
30 428 423
220
28 417
309
173
Priority 1 Priority 2 Priority 3 Priority 4
Dec-22 Dec-23
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Special Enforcement Team &
Business District
• Actions: 480
• Property Recovered: $6,000.
• Narcotics Seized: Meth 172.1g /
Cocaine 1.3g / Fentanyl Powder 33.1g /
Fentanyl Pills 22
Narcotics Task Force
• Actions in La Quinta: 17
• Narcotics Seized: Meth 179.3 g /
Heroin 21.7g / Fentanyl Pills 1460 /
Fentanyl Powder 20.1g / Xanax Pills
16.6g / Psilocybin (Magic Mushrooms)
4.5g / MDMA (Ecstasy) 11.2g
• Asset Forfeiture: $9,500.
Note: 1 gram (g) = 0.0353 ounces (oz)
Seat Belt
Citations, 1
Excessive
Speed
Citations, 59
Other Hazard
Citations, 178
Other NonHazard
Citations, 234
Citations
Fatailty, 1
DUI Collisions,
5 DUI Injury
Collision, 5
DUI Arrests, 8
Traffic Injury
Collision, 26
Non Injury and
Private
Property
Collision, 121
Collisions
School Resource Officers
• Actions: 108
Traffic Team
• Actions: 564
Community Service Officers &
Crime Prevention Specialists
• Actions: 1,097
• Community Meetings: 4
Citizens on Patrol
• Actions: 6
• Hours Donated: 407 hours
Actions by Teams:
0 0
4 58
1 16
3 10
1 0
3 76
1 24
4 3 0 0
3 50
1 18
5 7
Rape Homicide Aggravated
Assault
Larceny Robbery Burglary Vehicle
Theft
Simple
Assault
Crime Statistics
October November December
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Public Safety Camera System Statistics
Significant Incidents Involving the PSCS and FLOCK:
On October 22, 2023, while investigating a robbery at the CVS pharmacy in the city of Coachella, suspect information was obtained and led to a check in the Flock system. The suspect vehicle was seen on Flock near the CVS in the city of La Quinta. La Quinta patrol deputies responded to the area and located the suspect vehicle as well as the suspects in the process of stealing from the La Quinta CVS. The suspects, a 26-year-old female resident of Los Angeles and a 17-year-old female juvenile resident of Los Angeles, were arrested and booked at John Benoit Detention Center (JBDC), and Juvenile Hall.
On October 27, 2023, RAID (Riverside Auto-Theft Interdiction Detail) deputies located a reported stolen vehicle in the La Quinta Walmart parking lot with the assistance of FLOCK. While conducting surveillance on the vehicle, the suspects, a 36-years-old male resident of Coachella (suspect 1) and a 44-years-old male resident of Coachella (suspect 2), were seen entering the vehicle. La Quinta patrol deputies attempted a felony traffic stop. The vehicle fled from deputies and a pursuit was initiated. After a short pursuit within the parking lot, both suspects fled from the vehicle into a residential area with RSO helicopter overhead. A K-9 located suspect 1 in a backyard of a residence on Shadow Trail. Suspect 1 was taken into custody without incident and booked at JBDC. Suspect 2 was not located during the search.
On December 20, 2023, La Quinta SET Deputies served a probation search in the 81000 block of Francis Avenue in the city of Indio. This was a follow up to a shooting that occurred at the Beer Hunter in the city of La Quinta on November 19, 2023. With the assistance of city cameras, deputies were able to identify a suspect vehicle and obtained license plate number. This led them to the suspect’s address. During the probation search, three .22 caliber revolvers were located in an office. The homeowner, a 41-year-old male resident of Indio, was not the target of the probation search; however, he was a convicted felon. A search warrant was prepared, and a search of the entire residence was conducted. No other illegal items were located during the search. Riverside County Probation prepared a probation hold on the suspect, a 23-year-old male resident of Indio, for his involvement in the Beer Hunter incident. Both males were booked at JBDC.
December 21, 2023, a Flock alert was received in the area of Highway 86 and Ave 66, Mecca in reference to a Honda Civic that was stolen from the city of La Quinta earlier the same day. Sheriff’s helicopter, Star 98 located the stolen vehicle parked at 2100 block of Pine Avenue in Imperial. With the assistance of Imperial County, the driver was apprehended. Thermal Station Deputies and RAID (Riverside Auto-Theft Interdiction Detail) deputies responded and took custody of the driver, an 18-year-old female resident of Coachella. An additional Honda Civic stolen from the city of Coachella was also recovered on the property. Female suspect was booked at JBDC.
System Statistics for October to December 2023:
• Processed 5 public records requests from citizens and insurance companies.
• 438 videos related to police investigations have been queried. • Of those queried, 43 videos related to police investigations have been exported.
• No businesses have opted out of the PSCS.
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Public Works/Engineering
Quarterly Report
October 1, 2023 - December 31, 2023
Provides engineering design, construction oversight, and traffic support on a variety of infrastructure projects that help keep La Quinta safe and beautiful.
Here are some activities for October, November, and December 2023:
The Public Works Department consists of six divisions: Engineering, Capital Improvement Projects (CIP), Parks, Lighting & Landscape, Traffic, Facilities, and Public Works Street Maintenance.
Engineering
Services
CIP PROJECTS - IN DESIGN
Design is underway
for the Fritz Burns
Park Improvements
DEPARTMENTAL REPORT ITEM NO. 8
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Road Improvements There are ten (10) road improvement projects that will be constructed between Summer 2023 and Summer 2024. Projects with similar improvements and timelines have been combined to be constructed at the same time in order to minimize traffic impacts and reduce costs.
CIP PROJECTS - UPCOMING
Avenue 48
Arts and Music Line
This project, led by Coachella Valley Association of Governments (CVAG), is finalizing the design phase and will construct an active transportation network for pedestrians and bicyclists with interactive arts and music. The project will establish a new public space that can only be experienced without a vehicle, and will create a safe route connecting schools, affordable housing, retail, and employment centers, and will have three connections to Coachella Valley Link (CV Link). 328 CLICK HERE to Return to Agenda
Avenue 50 Widening
Civic Center
Lake Irrigation
Avenue 50 Bridge
Design is underway for the collaborative project with the City of Indio to widen Avenue 50 from Jefferson Street to Madison Street to its ultimate general plan standard, which will include a multi-use path on the south side of the street.
This design is being finalized and solicitation is underway to contract a Construction Management firm for this project that will convert the Civic Center lake water from potable water to irrigation water provided through Coachella Valley Water District (CVWD) lines (Bureau of Reclamation (BOR) Lines).
CVWD has completed work to provide a point of connection and meter at the existing pumps.
The City received Highway Bridge Program (HBP) funding authorization from Caltrans to begin the Preliminary Engineering phase of the project that will construct a bridge over the Evacuation Channel from Washington Street to 800 feet east of the channel crossing. Proposals for the Preliminary Engineering phase were received and staff is currently conducting contract negotiations with the selected firm.
CIP PROJECTS - IN PROGRESS
LQ Landscape
Renovations -
Cactus Flower
Bids were received on
December 4, 2023 and
awarded on December 19,
2023. The contractor
started on February 5,
2024.
Dune Palms
Road Bridge
Completed backfilling
the area where the
waterline was removed in
preparation for work to
begin on the southbound
bridge.
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CIP PROJECTS - COMPLETED
Avenue 50 and
Avenue 52
Pavement
Rehabilitation
Pulverization, grinding, asphalt
overlay, signing and striping,
curb ramp replacement and
utility adjustment on: Avenue
50 from Washington Street to
Eisenhower Drive, Avenue 52
from Desert Club to
SilverRock/Talus Way, Avenue
52 from Madison Street to
Monroe Street.
Cove Trails
Parking Lot
Improvements
Work included raking large
debris, clearing and grubbing,
preparing subgrade, and
furnishing and installing class
II aggregate base.
Fred Waring
Drive
Pavement
Rehabilitation
Work included pulverization,
overlay, and signing and
striping on Fred Waring Drive
from Washington Street to
Adams Street and northbound
Washington Street from
Avenue 48 to Lake La Quinta.
Also, removal and replacement
of a curb ramp at Fred Waring
Drive at Adams Street.
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Public Works Development
Engineering assistance and project review during October, November, and December 2023:
Project Reviews Completed Permits Issued
October
PERIOD
November
December
Year to Date
34 33
9%
52 625
2022
31 45 36%
Percentage Change
From Last Year
415
2023
50 4%
34% ▼
October
PERIOD
November
December
Year to Date
10 10
0%
16 200
2022
10 5 50%
Percentage Change
From Last Year
140
2023
15 6%
30% ▼
Traffic
The traffic operations team completed 12 citizen request work orders, 64 work orders, 5 public records request, and 26 emergency on call work orders.
Assisted with Ironman event traffic control
Installed new safety lights on the Northeast and Southeast corners of Adams Street and Miles Avenue Completed potholing and running fiber network at intersections and is beginning to install equipment at intersections and sidewalk repairs for the Coachella Valley Sync project, phase 2
Installed conduit and fiber network, programmed new axis cameras, and is prepping to install cameras and equipment for the X-Park Public Safety Camera System project
Parks and Lighting & Landscape
Parks and L&L staff responded to 263 work orders including but not limited to: park issues, trail maintenance, graffiti, and landscape maintenance issues.
Lights on the Road Runner were restored. Holiday lights were installed at the Civic Center Campus. 332 CLICK HERE to Return to Agenda
New park benches were installed at the SilverRock Event Park. A waste/recycle container was installed at Eisenhower Street and Calle Tampico.
Facilities
The facilities team completed the following projects:
EV Charger Replacements at City Hall and the Wellness Center South Walkway Grout Repair (to avoid tripping hazard)
Cove Restroom paint refresh
Fritz Burns Pool fence repairs
City Hall Lobby art wall refresh
Reupholstering of the Chamber chairs
Responded to 161 work orders, including but not limited to: facilities maintenance, fire station maintenance, personnel requests, and park facility maintenance. The team also prepared for holiday events and the Art Celebration. 333 CLICK HERE to Return to Agenda
Street and Stormwater Maintenance
198 work requests were completed, including:
IronMan Traffic Control Support
Accident/Damage/Risk
Debris/Litter Removal/Right-of-Way Maintenance
Graffiti Removal (Right-of-Way)
Pothole or Street Repair
Sidewalk Repair/Concrete
Emergency Response
Storm Drain Repair and Maintenance
Street Sweeping
Street Sign Repair/Maintenance
Vehicle/Equipment/Operations Yard Maintenance
Tree Issues
Storm Drain Maintenance - Before Storm Drain Maintenance - After Sidewalk Repair 334 CLICK HERE to Return to Agenda
FINANCIAL ADVISORY COMMISSION MINUTES Page 1 of 3 DECEMBER 20, 2023
SPECIAL MEETING
FINANCIAL ADVISORY COMMISSION
SPECIAL MEETING
MINUTES
WEDNESDAY, DECEMBER 20, 2023
CALL TO ORDER
A special meeting of the La Quinta Financial Advisory Commission (Commission) was called to order at 4:00 p.m. by Chair Dorsey.
PRESENT: Commissioners Anderson, Batavick, Keihl, Mast, Mills, Way, and Chair Dorsey
ABSENT: None
PLEDGE OF ALLEGIANCE
Commissioner Keihl led the audience in the Pledge of Allegiance.
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None
CONFIRMATION OF AGENDA – Confirmed
ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS
1. ELECTRICAL SUBSTATION UPGRADE UPDATE
City Manager McMillen provided a brief overview of Imperial Irrigation District’s (IID) electric supply and delivery system to the Coachella Valley (CV), details on the City of La Quinta substations current state, substation bank upgrades needed and associated costs, possible funding sources, and IID’s source of power. Mr. McMillen said that system wide upgrades are needed by IID to keep up with growth in the CV.
2. CULTURAL CAMPUS PROJECT (Project) UPDATE
Community Resources Management Analyst Calderon and Public Works Management Analyst Mignogna provided a detailed presentation on Project location; goals and objectives; design details; funding sources; current budget appropriations; construction cost estimates; and campus capacity.
3. NEW COMMISSIONER INTRODUCTION (Added Presentation)
Following the presentations Chair Dorsey welcomed new Commissioner Geoffrey Keihl. The Commission and staff shared a brief introduction of their background and experiences.
REPORTS AND INFORMATIONAL ITEM NO. 30
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FINANCIAL ADVISORY COMMISSION MINUTES Page 2 of 3 DECEMBER 20, 2023
SPECIAL MEETING
CONSENT CALENDAR ITEMS
1. APPROVE MEETING MINUTES DATED NOVEMBER 8, 2023
2. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED JUNE 30, 2023
3. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED SEPTEMBER 30, 2023
Motion – A motion was made and seconded by Commissioners Way/Mills to approve the Consent Calendar as submitted. Motion passed: ayes – 6, noes – 0, abstain – 1 (Kiehl).
BUSINESS SESSION
1. RECEIVE AND FILE FISCAL YEAR 2022/23 MEASURE G SALES TAX COMPLIANCE REPORT (Report)
Finance Director Martinez presented the staff report, which is on file in the Finance Department.
Finance Director Martinez thanked the subcommittee, which consisted of Commissioners Batavick and Mast, for their time, recommendations, and thorough review of the Report.
The subcommittee provided an overview of the Report review process and their experience.
The Commission noted the City’s continuous fiscal prudence and healthy financial reserves; discussed reducing the percentage of Measure G reserves by making allocations; and inquired why the report was presented to Council at the December 19, 2024, meeting in advance of presenting it to the Commission. Finance Director Martinez explained the Report is generally presented to Council before year-end and this was Council’s last meeting in 2023, and noted every effort is made for the Report to be presented to the Commission prior to Council review, which could not be accommodated this time due to scheduling conflicts with meeting dates for the Commission.
Motion – A motion was made and seconded by Commissioners Way/Anderson to receive and file fiscal year 2022/23 Measure G sales tax compliance report as submitted. Motion passed unanimously.
2. APPOINT TWO COMMISSIONERS TO SERVE ON THE FISCAL YEAR 2024/25
GENERAL FUND OPERATING BUDGET SUBCOMMITTEE
Finance Director Martinez presented the staff report, which is on file in the Finance Department.
Commissioner’s Anderson, Dorsey, and Kiehl expressed their willingness to serve on the fiscal year 2024/25 general fund operating budget subcommittee. 336 CLICK HERE to Return to Agenda
FINANCIAL ADVISORY COMMISSION MINUTES Page 3 of 3 DECEMBER 20, 2023
SPECIAL MEETING
Motion – A motion was made and seconded by Commissioners Batavick/Way to appoint Commissioner’s Anderson, Dorsey, and Kiehl to serve on the fiscal year 2024/25 general fund operating budget subcommittee. Motion passed unanimously.
3. RECEIVE AND FILE FIRST QUARTER FISCAL YEAR 2023/24 TREASURY REPORTS FOR JULY, AUGUST, AND SEPTEMBER 2023
Principal Management Analyst Hallick presented the staff report, which is on file in the Finance Department.
Principal Management Analyst Hallick gave a brief overview of the City’s portfolio allocations, quarterly earnings, treasury rates, and portfolio returns over the last four years.
Motion – A motion was made and seconded by Commissioners Mills/Mast to receive and file the first quarter fiscal year 2023/24 treasury reports for July, August, and September 2023. Motion passed unanimously.
STUDY SESSION – None
DEPARTMENTAL REPORTS – All reports are on file in the Finance Department.
1. FINANCE DEPARTMENT CURRENT AND FUTURE INITIATIVES
Staff provided an update on current and upcoming Finance Department projects and City events and explained the Highway 111 Corridor project summary found on page four of Attachment 1.
The Commission inquired on the total cost for damages incurred by Hurricane Hiliary in August 2023 and subsequent storm. Finance Director Martinez said that the City is assessing total cost for damages incurred and enumerated some of the major damages caused.
COMMISSIONERS’ ITEMS – None
ADJOURNMENT
There being no further business, it was moved and seconded by Commissioners Dorsey/Mills to adjourn this meeting at 6:01 p.m. Motion passed unanimously.
Respectfully submitted,
Jessica Delgado, Administrative Technician/Commission Secretary City of La Quinta, California
337 CLICK HERE to Return to Agenda