CC SR 20181016 03 - PVDE Traffic Safety ImprovementsRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 10/16/2018
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA DESCRIPTION:
Consideration and possible action to authorize Staff to complete the final design for the
Palos Verdes Drive East Traffic Safety Improvements from Bronco Drive to Lower
Headland Drive
RECOMMENDED COUNCIL ACTION:
(1) Authorize Staff to complete the final design, landscaping and irrigation plans.
FISCAL IMPACT: $42,085 (already included in the existing budget)
Amount Budgeted: $502,095
Additional Appropriation: N/A
Account Number(s): 331-400-8807-8005 - $452,800
330-400-8807-8005 - $49,295
ORIGINATED BY: Nadia Carrasco, Assistant Engineer
REVIEWED BY: Elias Sassoon, PE, Director of Public Works
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Anderson Penna proposal to evaluate the concerns brought up at the City
Council meeting on July 31, 2018 (page A-1)
B. Anderson Penna proposal to finalize the design, landscape and irrigation
plans (page B-1)
BACKGROUND AND DISCUSSION:
On July 31, 2018, Staff sought City Council’s direction about how to proceed with the
Palos Verdes Drive East Traffic Safety Improvements Project from Bronco Drive to
Lower Headland Drive as a result from the evenly-split support and opposition from the
adjacent residents and the local equestrian community to the project’s trail. During this
meeting, Staff also presented the pre-final engineering drawings that were developed
based on input from these groups. In an attempt to reduce the adverse impact on the
residents adjacent to the trail, the City Council, directed Staff to further enhance and/or
explore other options to design this trail to accomplish this reduction of impact.
Staff, along with the Consultant Design Engineer, analyzed other options to enhance
the design, and subsequently it was determined that the trail width can be reduced by
1
1.5 feet and the shoulder width can be reduced by 2 feet. As a result of these width
reductions, the height of the proposed retaining wall can also be reduced, which will
result in construction cost savings. The trail alignment will remain as originally
presented since other alternatives would create additional adverse impacts and
increase construction costs. The cost associated with the analysis to evaluate the
concerns brought up at the July 31, 2018, City Council meeting are in an amount not-to-
exceed of $6,050 (Attachment A).
The City Council further directed Staff to work with the adjacent property owners on the
design of the proposed landscaping to mitigate the adverse impacts of the trail. An
additional $36,035 (Attachment B) will be required to prepare the final design plans to
accommodate the reduced width of the trail and shoulder and to add the design of the
landscape and irrigation plans. There are sufficient funds in the project budget to
complete these design efforts. Since this is a federally-funded project, to minimize
impacts on the project schedule, Staff recommends completing the final design plans
and the construction documents so the project can be advertised for construction to
secure the federal funds as soon as practical. Staff also recommends preparing the
landscape plans as a second phase for this project.
The construction of the landscape improvements (Phase II) with the estimated
construction cost of $150,000 will be done separately from the civil improvements
(Phase I), thereby separating the construction costs associated with Phase II from those
of Phase I. Since federal funds may not be utilized for Phase II, an additional
appropriation will be needed to complete the landscape improvements. Staff will come
back to the City Council with the award for Phase II subsequent to its advertisement for
bids.
In conclusion, Staff recommends that the City Council to direct Staff to complete the
final design plans based on the reduced width of the trail and shoulder including the
landscaping and irrigation plans.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action is available for
the City Council’s consideration:
1. Direct Staff to make further modifications to the final design, landscaping
and irrigation plans, and bring back this item for approval at a future date.
2
Newport Beach El Segundo Riverside Long Beach www.andpen.com
Certified DBE
August 28, 2018
Mr. Elias Sassoon
Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
Subject: Engineering Services Proposal – Palos Verdes Drive East – Bronco to Lower Headland_Study
Dear Mr. Sassoon:
Per our conversation, AndersonPenna Partners, Inc. (APP) is pleased to submit our proposal to continue providing staff
coordination and engineering services for the Palos Verdes Drive East – Bronco to Lower Headland project as directed by City
Council.
This proposal will cover the preparation of a brief engineering analysis to evaluate concerns brought up at the City Council
July 31st meeting. The issues to be addressed are the alignment and minimum width of the equestrian trail along PVDE, the
necessity of the retaining wall and the centerline barrier concept between Bronco Drive and Upper Headland.
The project construction is now going to be implemented in two Phases. Phase I will be the civil improvements including the
completion of the equestrian trail and Phase II will be the installation of the landscaping and irrigation which will be bid
separately. Bidding of Phase I will be conducted as soon as possible along with development of a landscape concept
incorporating input from the local homeowners. Actual design of the landscape and irrigation plans will be based on the
agreed upon concept and be completed during the Phase I construction period so the Phase II landscape implementation can
follow immediately thereafter.
This proposal covers the brief engineering analysis only including the presentation to City Council. The development of a
landscape concept with renderings and the final design of the equestrian trail, retaining wall and other civil improvements
will be part of a second proposal. The landscape and irrigation plan proposal will also be part of the second proposal.
Incidental costs relative to the assignment for office supplies, travel, phone calls, etc. are included in the attached estimated
fee.
We look forward to successfully completing this assignment for the City. Please contact me at (714) 875-5917 or
bmerrell@andpen.com with any questions you may have.
Respectfully,
AndersonPenna Partners, Inc.
Robert Merrell, P.E. Stephen G. Badum, PE
Senior Project Manager Vice President, Municipal and Engineering Servicees
A-1
Staff Coordination and Engineering Services City of Rancho Palos Verdes
for the PVDE Study Evaluation
Estimated Fee
A-2
Newport Beach El Segundo Riverside Long Beach www.andpen.com
Certified DBE
August 28, 2018
Mr. Elias Sassoon
Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
Subject: Engineering Services Proposal – Palos Verdes Drive East – Bronco to Lower Headland_Design
Dear Mr. Sassoon:
Per our conversation, AndersonPenna Partners, Inc. (APP) is pleased to submit our proposal to continue providing staff
coordination and engineering services for the Palos Verdes Drive East – Bronco to Lower Headland project as directed by City
Council.
The project is now going to be implemented in two Phases. Phase I will be the civil improvements including the completion
of the equestrian trail and Phase II will be the installation of the landscaping and irrigation which will be bid separately.
Bidding of Phase I will be conducted as soon as possible along with development of a landscape concept incorporating input
from the local homeowners. Actual design of the landscape and irrigation plans will be based on the agreed upon concept
and be completed during the Phase I construction period so the Phase II landscape implementation can follow immediately
thereafter.
This proposal covers the design of any civil PS & E modifications needed to the existing plans, the development of a landscape
concept with renderings and the final design of the landscape and irrigation plans including a separate bid package for the
Phase II work. A copy of the proposal from our Landscape Architect, Richard Fisher Landscape, is included in full for your
consideration.
Incidental costs relative to the assignment for office supplies, travel, phone calls, etc. are included in the attached estimated
fee.
We look forward to successfully completing this assignment for the City. Please contact me at (714) 875-5917 or
bmerrell@andpen.com with any questions you may have.
Respectfully,
AndersonPenna Partners, Inc.
Robert Merrell, P.E. Stephen G. Badum, PE
Senior Project Manager Vice President, Municipal and Engineering Servicees
B-1
Staff Coordination and Engineering Services City of Rancho Palos Verdes
for the PVDE Modifications and Landscape Design
Estimated Fee
B-2
Richard Fisher Associates AndersonPenna:RPV –Palos Verdes Drive East, Page 1
August 21, 2018
Bob Merrell, PE
AndersonPenna Partners, Inc.
3737 Birch St., Suite 250
Newport Beach, CA 92660
Subject:Proposal for Professional Landscape Architectural Design Services for
City of Rancho Palos Verdes:Palos Verdes Drive East
Dear Bob:
Richard Fisher Associates (RFA)is pleased to submit this Proposal to provide Professional
Landscape Architectural design services for the Palos Verdes Drive East Traffic and Equestrian
Safety Project in the City of Rancho Palos Verdes.
SCOPE OF WORK
Our Scope of Work will include the preparation of a Photoshop Rendering, conducting Public
Input Meetings and the preparation of Landscape Architectural Construction Documents for the
Palos Verdes Drive East Traffic and Equestrian Safety Project, from Bronco Drive to Headland
Drive (an approximate 700 foot length)and is proposed as follows:
Part I –Photoshop Rendering
The Scope of Work will consist of the preparation of (1) Photoshop Rendering showing the
proposed equestrian trail, proposed retaining wall (as provided by AndersonPenna)and the
proposed uniform landscaped area 15 ft. behind the wall.The Photoshop Rendering will be
generated from a photograph of an existing location in the project area. The location will be
determined by RFA.The Photoshop Rendering will be 11” x 17” in size.
The Photoshop Rendering will be prepared prior to the Public Input Meetings to show what the
proposed improvements could look like.RFA will conduct two (2) Public Input Meetings to
determine the aesthetic treatment of the retaining wall and discuss options for the plant material.
The proposed design will include water-efficient irrigation design and the use of drought-tolerant
plant materials, meeting the criteria of the State and local water ordinance requirements. The
Plant Palette Concept will be consistent for the length of the project.
The Photoshop Rendering will be modified one (1) time based on the public input received.
Part II –Construction Documents
Once the Photoshop Rendering is approved, Planting and Irrigation Plans and Details will be
prepared for the 15 ft. area behind the proposed retaining wall only.The Plans will be prepared
at 1” = 20’ scale.Project Specifications for the Planting and Irrigation work will be provided by
B-3
Richard Fisher Associates AndersonPenna:RPV –Palos Verdes Drive East, Page 2
RFA to AndersonPenna in “Greenbook” format for incorporation into the overall Project
Specifications.A Planting and Irrigation Cost Estimate will also be provided by RFA to
AndersonPenna for incorporation into the overall project Estimate of Probable Construction
Costs. Irrigation sleeving sizes and locations will be provided by RFA in AutoCAD format for
inclusion into the Civil Construction Plans. A solar-powered controller is proposed due to cost
and difficulty of providing electrical service. The controller will meet State and local water
ordinance requirements for a “smart” controller.
Planting and Irrigation Plans and Details will be submitted at 95% and 100% completion for
review by the City.The final submittal will be signed bond prints and final PDFs. (Note:
Submittal of mylars is not a part of this Scope of Work).
ASSUMPTIONS
CADD drawings for Base Sheets to be provided by AndersonPenna in AutoCAD 2015
format.
No Title Sheet will be prepared.
No other plans (such as Grading, Drainage, Demolition, SWPPP,etc) are a part of this
Scope of Work.
Electrical work, design and/or coordination are not a part of this Scope of Work.
Scope of Work includes Planting & Irrigation Plans and Details for only the 15 ft. area
behind the proposed retaining wall. No other area is included in this Scope of Work.
Construction Plans including retaining wall and aesthetic treatment to be provided by
AndersonPenna.
RFA Photoshop Rendering and Construction Plans are based on plans provided by
AndersonPenna dated August 2018. Any changes to this design will be considered
Extra Services.
One (1) revision of the Photoshop Rendering based on the public input is included in this
Scope of Work. Any additional revisions or changes will be considered Extra Services.
Any additional meetings (public input, City Council, etc.), if required, will be considered
Extra Services.
Submittals for Construction Documents will be for City plan check only. No other agency
submittals are included under this Scope of Work.
Pump coordination, design, drawings, etc., as well as filtration system and temporary
water storage systems, are not a part of this Scope of Work.
Points of connection and static PSI to be provided by AndersonPenna. Water meter
design and coordination are not included in this Scope of Work.
Final mylars are not included in this Scope of Work.
Construction Observation is not included in this Scope of Work.
Record Drawings (As-Builts) are not a part of this Scope of Work.
Phasing of improvements is not a part of this Scope of Work
PROFESSIONAL FEES
Professional Fees for the above-described Services are proposed as a Fixed Fee, as follows:
Part I –Photoshop Rendering
Task 1 Preliminary Design
Principal 4 hrs @ 145.00 $580.00
Associate 2 hrs @ 110.00 $220.00
CADD Operator 8 hrs @ 85.00 $ 680.00
Task 1 Subtotal:$ 1,480.00
B-4
Richard Fisher Associates AndersonPenna:RPV –Palos Verdes Drive East, Page 3
Task 2 Public Input Meetings
Principal 6 hrs @ 145.00 $870.00
Task 2 Subtotal:$870.00
Task 3 Photoshop Rendering Refinement & Plant Palette Concept
Principal 2 hrs @ 145.00 $290.00
Associate 2 hrs @ 110.00 $ 220.00
CADD Operator 12 hrs @ 85.00 $ 1,020.00
Task 3 Subtotal:$ 1,530.00
Part I –Photoshop Rendering Subtotal:$3,880.00
Part II –Construction Documents
Task 4 Field Review
Principal 3 hrs @ 145.00 $435.00
Associate 3 hrs @ 110.00 $330.00
Task 4 Subtotal:$765.00
Task 5 Prepare Base Sheets
Associate 2 hrs @ 110.00 $ 220.00
CADD Operator 6 hrs @ 85.00 $510.00
Task 5 Subtotal:$730.00
Task 6 Prepare Planting Plans & Details (3 sheets)
Principal 2 hrs @ 145.00 $290.00
Associate 10 hrs @ 110.00 $ 1,100.00
CADD Operator 60 hrs @ 85.00 $5,100.00
Task 6 Subtotal:$6,490.00
Task 7 Prepare Irrigation Plans & Details (5 sheets)
Irrigation Consultant –d.d. Pagano, inc.$7,500.00
Task 7 Subtotal:$7,500.00
Task 8 Prepare Project Specifications
Principal 8 hrs @ 145.00 $ 1,160.00
Clerical 2 hrs @ 60.00 $120.00
Task 8 Subtotal:$1,280.00
Task 9 Prepare Cost Estimate
Associate 4 hrs @ 110.00 $440.00
CADD Operator 4 hrs @ 85.00 $ 340.00
Clerical 2 hrs @ 60.00 $ 120.00
Task 9 Subtotal:$900.00
Task 10 Submittals Review
Principal 2 hrs @ 145.00 $290.00
Associate 6 hrs @ 110.00 $660.00
CADD Operator 6 hrs @ 85.00 $510.00
Task 10 Subtotal:$1,460.00
Part II –Construction Documents Subtotal:$19,125.00
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Richard Fisher Associates AndersonPenna:RPV –Palos Verdes Drive East, Page 4
Reimbursable Expenses*
Allowance $500.00
Agronomic Soils Testing (2 samples)$ 600.00
Reimbursable Expenses Subtotal:$1,100.00
* Reimbursables will be billed at cost plus 15%
ESTIMATED TOTAL $24,105.00
CONCLUSION
Richard Fisher Associates looks forward to the opportunity to work with you to make the Palos
Verdes Drive East Traffic and Equestrian Safety Project a successful endeavor.
We are prepared to begin work upon your authorization. If the Scope of Work and Fees are
satisfactory, please sign the authorization below, and return one original to our office. We are
prepared to proceed immediately upon notification of approval.
Respectfully Submitted,Approved:
________
Richard A. Fisher, LA #1429 Principal, AndersonPenna Partners, Inc.
President
Date:
B-6