HomeMy WebLinkAboutID# 14-481 Approval Cooperative Agreement w County of Riverside for Grand Ave Resurfacing Improvements CIP Project No. Z10018CITY OF
LAKE LSII`IC�1�E
TREMEn
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: GRANT M. YATES
CITY MANAGER
DATE: March 10, 2015
SUBJECT: Approval of a Cooperative Agreement with the County of Riverside
for the Grand Avenue Resurfacing Improvements, CIP Project, No.
Z10018
Recommendation
1. Approve the Cooperative Agreement with the County of Riverside (County) as
to form.
2. Authorize TRIPP fund expenditures in an amount not to exceed $130,000 for
the City portion of the Grand Avenue Resurfacing Improvements, per the
terms of the Cooperative Agreement.
Background
The County is proposing to resurface approximately 4.7 miles of Grand Avenue in the
Lakeland Village area of Riverside County. The limits are Corydon Road, northwesterly
to Bonnie Lea Drive. The resurfacing project (Project) will cold plane three inches of the
existing asphalt pavement and place three inches of new Hot Mix Asphalt (HMA) back
on the road. The work will include removal and reconstruction of broken or cracked curb
and gutter, sidewalk, cross gutter and spandrels. The existing access ramps at the
intersections will be replaced or upgraded to comply with ADA standards and FHWA
requirements for resurfacing.
Discussion
Two segments of the Project are located within the jurisdictional boundaries of the City.
Segment 1 is on the southeasterly side of Grand Avenue from Scales Way to Ontario
Way and is 660 feet in length. Segment 2 is on the northwesterly side of Grand Avenue
from 140 feet southerly of Windward Way to 161 feet northerly of Shoreline Drive and is
Approval of a Cooperative Agreement with the County of Riverside for the Grand
Avenue Resurfacing Improvements
March 10, 2015
Page 2
920 feet in length. Segment 2 is approximately 3.8 miles northwesterly of Segment 1.
The Project includes replacement of two existing access ramps in Segment 1 and four
existing access ramps in Segment 2 to comply with ADA standards.
The City desires to designate the County as the lead agency for the entire
: ple e'ation of the Project as the Couniy has extensive experience in the
development and implementation of similar type projects. County will therefore provide
the administrative, technical, managerial, and support services necessary for the
implementation of the project.
The County has determined the apparent low bidder for construction and has provided
the City with the City portion of the construction cost, $130,000, for the two segments
located with the City. The County is planning to award the construction contract with the
County Board of Supervisors approval on March 24, 2015. Construction will begin in
May for a period of 60 -90 working days, or approximately three to four months.
Fiscal Impact
TRIPP funds are allocated in the CIP Grand Avenue Pavement Rehabilitation Project
for City participation in the Project.
Prepared by:
Walter Allison
City Engineer:
Approved by:
Vince Damasse
Public Works Director
Approved by:
Grant M. Yates
City Manager
Attachments:
A — Grand Avenue Resurfacing Improvements — Cooperative Agreement
B — Grand Avenue Resurfacing Improvements — Location
C — Grand Avenue Resurfacing Improvements — City Budget
D — Grand Avenue Resurfacing Improvements — Lake Elsinore Alternative Bid
Grand Avenue Resurfacing Improvements
1 COOPERATIVE AGREEMENT BY AND BETWEEN
2 COUNTY OF RIVERSIDE
3 AND
4 CITY OF LAKE ELSINORE
5 FOR
6 GRAND AVENUE RESURFACING IMPROVEMENTS
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8 This Agreement is entered into this day of , 2015, by and between the County of
9 Riverside, (hereinafter "COUNTY "), and the City of Lake Elsinore, (hereinafter "CITY ") for the construction of
10 Grand Avenue Resurfacing Improvements located within the jurisdictional boundaries of CITY. The COUNTY and
11 CITY are sometimes hereinafter referred to individually as the "PARTY" and collectively as the "PARTIES ".
12 RECITALS
13 A. COUNTY is proposing to resurface approximately 4.7 miles of Grand Avenue in the Lakeland Village area
14 of Riverside County. The limits are Corydon Road, northwesterly to Bonnie Lea Drive. The resurfacing
15 project will cold plane 0.25' of the existing asphalt and place 0.25' of new Hot Mix Asphalt (HMA) back on
16 the road.
17 B. At several locations along Grand Avenue, the road will be widened from 2' to 14' to provide room for cars
18 to safely slow for right turns.
19 C. In addition to the resurfacing and widening, a new 0.17' layer of Asphalt Rubber Hot Mix (ARHM) will be
20 placed over the entire road width.
21 D. The work will include removal and reconstruction of broken or cracked concrete curb & gutter, sidewalk,
22 cross gutter and spandrels. The existing access ramps at the intersections will be replaced or upgraded
23 to comply with current ADA standards and FHWA requirements for resurfacing. Portions of the existing
24 concrete "dip- sections" will be reconstructed and one new dip - section will be constructed Lorimer St.
25 E. Grand Avenue is striped with one 12' wide through lane in each direction and a 12' wide two -way left turn
26 lane. After the paving is complete, new striping — matching the existing striping layout, pavement
27 markings, and other work as may be required will be provided. New, larger, street name signs will be
28 placed at the corner of all public side streets.
29 F. The Grand Avenue improvements described above are sometimes hereinafter referred to collectively as
City of Lake Elsinore Service Agreement
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'PROJECT'.
G. Two segments of the PROJECT are located within the jurisdictional boundaries of CITY. Segment 1 is oit`'
the southeasterly side of Grand Avenue from Scales Way to Ontario Way and is 660 feet in length and
the pavement width is 41 feet. Segment 2 is on the northwesterly side of Grand Avenue from 140 feet
southerly of Windward Way to 161 feet northerly of Shoreline Drive and is 920 feet in length and the
pavement width is 36 feet. Segment 2 is approximately 3.8 miles northwesterly of Segment 1.
H. The PROJECT includes replacement of two existing access ramps in Segment 1 and four existing access
ramps In Segment 2 to comply with current ADA'standards.
I. For the two segments of the PROJECT located within the jurisdictional boundaries of CITY, the CITY
desires to designate the COUNTY as the lead agency for the overall implementation of the PROJECT,
since COUNTY has extensive experience in the development and implementation of similar type projects.
COUNTY will therefore provide the administrative, technical, managerial, and support services necessary
for the implementation of the PROJECT.
J. COUNTY and CITY desire to define herein the terms and conditions under which said PROJECT are to
be administered, engineered, coordinated, and constructed.
AGREEMENT
NCrVV THEREFORE, in consideration of the mutual promises contained herein, the parties hereto agree as
follows:
SECTION 1 • COUNTY AGREES:
1. To act as the lead agency on behalf of the CITY for the overall implementation of the PROJECT. The
COUNTY is providing services on •a reimbursable basis and has no obligation to fund any portion of the
PROJECT. Nothing in this Agreement is intended to commit the COUNTY to provide replacement
funding for or to continue with the PROJECT, if funds are not available.
2. COUNTY has prepared detailed Plans, Specifications & Estimate (PS &E) documents for the PROJECT
and are available to CITY for review and. approval. Final plans for improvements are prepared to
COUNTY standards, and signed by a Civil Engineer registered in the State of California. Deviations from
standards shall be coordinated with and approved by CITY. COUNTY shall not begin construction within
CITY until CITY has approved the PROJECT PS &E documents.
29 II 3. Environmental Clearance Document has been prepared by COUNTY and includes the two segments
City of Lake Elsinore Service Agreement
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within the CITY.
4. COUNTY to identify on the plans existing surface utility facilities within the limits of the PROJECT as part
of its PROJECT design. If any existing public and /or private utility facilities conflict with PROJECT'
construction, COUNTY shall make the necessary arrangements with the owners of such facilities for their
protection, relocation, or removal. The existing surface utility facilities have been identified on the
PROJECT plans and specifications, and conflicting utilities have been noted. COUNTY shall require the
utility owner and /or its contractors performing work within CITY right of way to obtain a CITY
encroachment permit prior to the performance of said work. CITY and COUNTY shall coordinate and
cooperate in the effort to establish prior rights related to utility encroachments in CITY jurisdictional right-
of-way, In the case that any utility companies are determined to have prior rights, the cost of relocating
utilities shall be borne by the CITY.
5. To direct contractor to make written application to CITY for an encroachment permit authorizing entry into
CITY right of way for the purposes of constructing PROJECT.
6. To advertise, award and administer a public works contract for the construction of the PROJECT in
accordance with all applicable federal, state or local statutes, ordinances, orders, governmental
requirements, laws or regulations, including but not limited to the local agency public construction codes,
California Labor Code, and California Public Contract Code, and in accordance with the encroachment
permits issued by CITY
7. To furnish a representative to perform the function of Resident Engineer during construction of
PROJECT.
8. To furnish qualified support staff to assist the Resident Engineer in, but not limited to, construction
surveys, soils and compaction tests, measurement and computation of quantities, testing of construction
materials, checking submittals, preparation of estimates and reports, preparation of as -built drawings, and
other inspection and staff services necessary to assure that the construction is performed in accordance
with the PS &E documents.
9. To construct the PROJECT in accordance with approved PS &E documents.
10. To submit any contract change order that causes the construction contract to exceed 10% of the contract
bid amount for PROJECT improvements to CITY for review and approval prior to final authorization by
29 II COUNTY.
City of Lake Elsinore Service Agreement
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11. To furnish CITY one complete set each of full -sized film positive reproducible as -built plans and all
contract records, including survey documents, within three hundred and sixty -five (365) days following the -
completion and acceptance of the PROJECT construction contract. Electronic copies of completed plans
are available if CITY desires. If electronic copies are provided, they will be provided on CD -R media.
12. To furnish CITY a final reconciliation of project expenses within ninety (90) days following the completion
of each Task (as shown on Exhibit "C ") and /or the completion and acceptance of the PROJECT
construction contract. If final costs associated with the CITY improvements are in excess of the deposit
provided in Section 2, COUNTY shall include a final bill with the financial reconciliation. If final costs
associated with the CITY improvements are less than the deposit provided in Section 2, COUNTY shall
include a reimbursement for the difference with the financial reconciliation.
SECTION 2 • CITY AGREES:
1. To fund one hundred percent (100 %) of the cost of the PROJECT within the CITY limits, as shown in
Exhibit "C ". CITY agrees that should unforeseen circumstances arise which result in an increase of any
costs over those shown in Exhibit "C ", CITY will in good faith amend this Agreement to include any such
costs under this Agreement.
2. To deposit with COUNTY, prior to COUNTY start of work and upon written request by COUNTY, one
hundred thirty thousand dollars ($130,000)(the "Deposit "), which represents one hundred percent (100°/x)
of the costs to complete construction, including construction survey, inspection and materials testing, as
provided in Exhibit "C"
3. Issue, at no cost to COUNTY or its contractors, upon proper application by COUNTY or COUNTY`s
contractor, an encroachment permit authorizing entry onto CITY tight -of -way to complete construction,
including construction survey, inspection and materials testing for the PROJECT.
4. To provide at no cost to the PROJECT, oversight of the PROJECT, to provide prompt reviews and
approvals, as appropriate, of submittals by COUNTY, and to cooperate in timely processing of the
PROJECT.
5. To provide at no cost to the PROJECT, a representative to coordinate and assist the COUNTY Resident
Engineer during the construction of the PROJECT and to verify facilities are constructed as required by
this Agreement.
II City of Lake Elsinore Service Agreement
I
Grand Avenue Resurfacing Improvements
1 SECTION 3 • IT IS MUTUALLY AGREED AS FOLLOWS:
2 1. COUNTY and CITY acknowledge and agree that any funding shortfall for the completion of the PROJECT
3 within CITY will be the sole responsibility of CITY. Nothing in this Agreement is intended to commit the
4 COUNTY to funding any portion of the CITY portion of PROJECT, or shall be construed as obligating the
5 COUNTY to provide replacement funding for any anticipated funding or to continue with the PROJECT, if
6 funds are no longer available. In the event that adequate funds are not available to move forward or to
7 complete PROJECT, PARTIES agree to meet and confer and collectively work to identify adequate
8 funding for PROJECT.
9 2. The total cost to CITY to complete construction, including construction survey, inspection and materials
10 testing is estimated to be $130,000 as detailed in Exhibit "C ".
11 3. COUNTY shall not be obligated to commence the CITY portions of the PROJECT until after receipt of
12 CITY's deposit as required in Section 2.
13 4. Construction by COUNTY of improvements within CITY portions of the PROJECT shall not be
14 commenced until an Encroachment Permit to COUNTY, or COUNTY's contractor, authorizing such work
15 has been issued by CITY.
16 5. COUNTY shall cause COUNTY's contractor to maintain in force, until completion and acceptance of the
17 PROJECT construction contract, a policy of Commercial Liability Insurance, including coverage of Bodily
18 Injury Liability and Property Damage Liability, in the amount of $2,000,000 minimum single limit coverage,
19 and a policy of Automobile Liability Insurance in the amount of $1,000,000 minimum. Endorsements to
20 each policy shall be required which name CITY, its officers, agents and employees, as additionally
21 insured. COUNTY shall also require COUNTY's contractor to maintain Worker's Compensation
22 Insurance. COUNTY shall cause COUNTY's contractor to provide Certificates of Insurance and
23 Additional Insured Endorsements which meet the requirements of this section to CITY prior to the start of
24 construction.
25 6. Ownership and title to all materials, equipment, and appurtenances installed as part of this Agreement will
26 be automatically vested with the jurisdiction in which the improvements reside and no further agreement
27 will be necessary to transfer ownership.
28 7. CITY shall be responsible for the maintenance of the improvements provided by PROJECT except as
29 specified in this Agreement or future agreements.
City of Lake Elsinore Service Agreement
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Grand Avenue Resurfacing improvements
8. No alteration or variation of the terms of this Agreement shall be valid unless made in writing and signed
by all parties and no oral understanding or agreement not incorporated herein shall be binding on eaci,
party hereto.
9. Neither COUNTY nor any officer or employee thereof shall be responsible for any damage or liability
occurring by reason of anything done or omitted to be done by CITY under or in connection with any
work, authority or jurisdiction delegated to CITY under this Agreement. It is further agreed that pursuant
to Government Code Section 895.4, CITY shall fully indemnify and "hold COUNTY harmless from any
liability imposed for injury (as defined by Government Code Section 810.8) occurring by reason of
anything done or omitted to be done by CITY under or in connection with any work, authority or
jurisdiction delegated to CITY under this Agreement.
10. Neither CITY nor any officer or employee thereof shall be responsible or any darnage or liability occurring
by reason of anything done or omitted to be done by COUNTY under or in connection with any work,
authority or jurisdiction delegated to COUNTY under this Agreement. It is further agreed that pursuant to
Government Code Section 8954, COUNTY shalt fully indemnify and hold CITY harmless from any liability
imposed for injury (as defined by Government Code Section 810.8) occurring by reason" of anything don
or omitted to be done by COUNTY under or in connection with any work, authority or jurisdiction
delegated to COUNTY under this Agreement.
11. In the event that CITY defaults in the performance of any of its obligations under this Agreement or
materially breaches any of the provisions of this Agreement, the COUNTY shall have the option to
terminate this Agreement upon 90 days written notice to CITY.
12. CITY and COUNTY shall retain or cause to be retained for audit, all records and accounts relating to
PROJECT for a period of minimum three (3) years from the date of Notice of Completion of the
PROJECT.
City of Lake Elsinore Service Agreement
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Grand Avenue Resurfacing improvements
13. All notices, demands, invoices, and other communications required or permitted hereunder shall be in
writing and delivered to the following addresses or such other address as the PARTIES may designate:
COUNTY: CITY:
Riverside County Transportation Department City of Lake Elsinore
Attn: Patty Rome, Attn: Vince Damasse,
Assistant Director of Transportation Public Works Director
4080 Lemon Street, 8th Floor 130 South Main Street
Riverside, CA 92501 Lake Elsinore, CA 92530
Phone: (951) 955 -6740 Phone: (951) 674 -3124
City of Lake Elsinore Service Agreement
$;
APPROVALS
COUNTY Approvals
RECOMMENDED FOR APPROVAL:
Dated:
JUAN C. PEREZ
Director of Transportation and Land Management
APPROVED AS TO FORM:
COUNTY COUNSEL
Dated:
GREGORY P. PRIAMOS
APPROVAL BY THE BOARD OF SUPERVISORS
Dated:
Marion Ashley
PRINTED NAME
Chairman, Riverside County Board of Supervisors
ATTEST:
Dated:
KECIA HARPER -IHEM
Clerk of the Board (SEAL)
Cooperative Agreement
Grand Avenue Resurfacing Improvements
CITY OF LAKE ELSINORE Approvals
APPROVED BY:
Dated:
City Manager
APPROVED AS TO FORM:
Dated:
PRINTED NAME
City Attorney
ATTEST:
Dated:
PRINTED NAME
City Clerk
Grand Avenue Resurfacing Improvements
1 EXHIBIT A
2 VICINITY/PROJECT MAP
3 SEGMENT1
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Cooperative Agreement
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Cooperative Agreement
Grand Avenue Resurfacing Improvements
EXHIBIT B
VICINITY/PROJECT MAP
SEGMENT2
4Q
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3 ESTIMATED COSTS:
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Grand Avenue Resurfacing Improvements
EXHIBIT C
PROJECT BUDGET
TASK
SEGMENT1
SEGMENT2
TOTAL
Construction
$45,000
$63,000
$108,000
Construction contingency (5 %)
$2,000
$3,500
$5,500
Construction Engineering & Inspection (11 %)
$5,000
$7,000
$12,000
Construction Survey (4 %)
$2,000
$2,500
$4,500
TOTAL COST
$54,000
$76,000
$130,000
Cooperative Agreement
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Cooperative Agreement
ESTIMATED COSTS:
4
EXHIBIT C
PROJECT BUDGET
Grand Avenue Resurfacing Improvements
TASK
SEGMENT1
SEGMENT2
TOTAL
1
Construction
$45,000
$63,000
$108,000
Construction contingency (5 %)
$2,000
$3,500
$5,500
Construction Engineering & Inspection (11 %)
$5,000
$7,000
$12,000
Construction Survey (4 %)
$2,000
$2,500
$4,500
TOTAL COST
$54,000
$76,000
$130,000
PROPOSAL (REVISED) Attachment "A" to Addendum 2
Alternate Bid Schedule 1 (City of Lake Elsinore)
ITEM ITEM ITEM UNIT ESTIMATED ITEM PRICE TOTAL
No CODE QUANTITY IN FIGURES)
) (M FIGURES)
49
153103
COLD PLANE ASPHALT CONCRETE PAVEMENT
SQYD
4,600
ITEM PRICE
TOTAL
50
1 011506
WEDGE PLANE ASPHALT CONCRETE
LF
1,590
FIGURES)
(IN FIGURES)
51
1 390130
HOTMIXASPHALT
TON
790
52
390137
RUBBERIZED HOT MIX ASPHALT (GAP GRADED)
TON
690
53
01'3^. .ANNnR
mI:cacTC(CUPS AND GUTTER)
TON
200
54
017315
MINOR CONCRETE (CURB RAMP) (CRS 403 - CASE A)
EA
6
ALT BID SCHA
SUB - TOTAL:
ITEMS 49 -54
Alternate Hid Schedulo 7 lCifiy of W.ldnrl
"WORDS"
ITEM
ITEM
ITEM
UNIT
ESTIMATED
ITEM PRICE
TOTAL
No.
CODE
ROADWAY EXCAVATION
CY
QUANTITY
FIGURES)
(IN FIGURES)
55
153103
COLD PLANE ASPHALT CONCRETE PAVEMENT
SQYD
9,000
ITEM PRICE
TOTAL
56
1 190101
ROADWAY EXCAVATION
CY
40
(IN FIGURES)
(IN FIGURES}
- -57 .....190185....
152440
SHOULDER BACKING -. -. - _._ ..._.. _. -
- LE
- - ....620
58
260201
CLASS 2 AGGREGATE BASE
CY
20
59
390130
HOT MIX ASPHALT
TON
200
60
390137
RUBBERIZED HOT MIX ASPHALT (GAP GRADED)
TON
180
61 I
017314
MINOR CONCRETE (DIP SECTION) (CRS 307) - �SQFT
I
- 2,000
ALT BID SCH. 2
SUB - TOTAL: $
ITEMS 55 -61 "WORDS"
Alternates Rid RchaAnln a 11 Ifinhr AA ;. +.,.. 4,
ITEM
ITEM
ITEM
UNIT
ESTIMATED
ITEM PRICE
TOTAL
No.
CODE
ADJUST MANHOLE TO GRADE (TIME WARNER TELECOM)
EA
QUANTITY
(IN FIGURES)
(IN FIGURES}
fit
1 152440
ADJUST MANHOLE TO GRADE (GTEVERIZON)
EA
26
63
152440
ADJUST MANHOLE TO GRADE (TIME WARNER TELECOM)
EA
4
64
152440
ADJUST MANHOLE TO GRADE (LEVEL 3)
Eq
q
65
152440
ADJUST MANHOLE TO GRADE (SEWER)
EA
71
ALT BID SCH. 3
SUB - TOTAL:
ITEMS 62 -65
PROJECT TOTAL:
ITEMS 1-65
'WORDS"
"WORDS"
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