EXECUTIVE COMMITTEE AGENDA MONDAY, JUNE 29, 2020 4:30 p.m. Pursuant to Governor Newsom’s Executive Order N-29-20 (March 18, 2020), the Executive Committee meeting will only be conducted via video/teleconferencing. INSTRUCTIONS FOR ELECTRONIC PARTICIPATION Join Zoom Meeting https://us02web.zoom.us/j/85011039973?pwd=SUN5N1p2Y1NMMEtieWdBcVJBT1huQT09 Meeting ID: 850 1103 9973 Password: 820164 One tap mobile +16699009128,,85011039973# US (San Jose) Dial by your location +1 669 900 9128 US (San Jose) Meeting ID: 850 1103 9973 IF YOU ARE UNABLE TO CONNECT VIA DIAL IN OPTION, PLEASE CALL 760-346-1127. Public Comment is encouraged to be emailed to the Executive Committee prior to the meeting at [email protected]by 5:00 p.m. on the day prior to the committee meeting. Comments intended to be read aloud should be no more than 300 characters. THIS MEETING IS HANDICAPPED ACCESSIBLE. ACTION MAY RESULT ON ANY ITEMS ON THIS AGENDA.
Transcript
EXECUTIVE COMMITTEE
AGENDA
MONDAY, JUNE 29, 2020 4:30 p.m.
Pursuant to Governor Newsom’s Executive Order N-29-20 (March 18, 2020), the Executive Committee
meeting will only be conducted via video/teleconferencing.
1. CALL TO ORDER – Chair Jeff Grubbe, Tribal Chair, Agua Caliente Band of Cahuilla Indians
2. ROLL CALL A. Member Roster P5 3. PUBLIC COMMENTS ON AGENDA ITEMS
This is the time and place for members of the public to address the Executive Committee on agenda items. At the discretion of the Chair, comments may be taken at the time items are presented. Please limit comments to three (3) minutes.
4. CHAIR / EXECUTIVE DIRECTOR ANNOUNCEMENTS 5. CONSENT CALENDAR A. Approve the June 8, 2020 Executive Committee Meeting Minutes P6
B. Authorize Updating of Signature Cards, Subject to General Assembly Approving P14 the 2020 Rotation for the 2020/2021 Chair
C. Approve a One-Year Extension for Auditing Services with Lance, Soll & Lunghard, P15
LLP (LSL) at a Cost Not-to-Exceed $21,800 D. Authorize Executive Director to Execute a Memorandum of Understanding P16
Between CVAG and La Quinta Housing Authority for CV Housing First in Amount of $83,333
E. Approve Exercising Option to Renew Contract with M&M Sweeping, Inc. for P24 CVAG Regional PM10 Street Sweeping Program from July 1, 2020 to June 30, 2022 for Not-to-Exceed Amount of $662,876.63 Per Year, with Option for Additional Two Years
F. Authorize Executive Director to Execute an Amendment to Right of Way P37
Services Agreement with County of Riverside Economic Development Agency (EDA) for Increase in Hourly Rate Related to CV Link Project and Authorize the CVAG Executive Director and/or Legal Counsel to Make Minor Changes/Revisions for Clarification Purposes
G. Authorize Executive Director to Approve Amendment Number One to P40
Reimbursement Agreement with City of La Quinta for Time Trigger Extension to May 30, 2021 Related to Intersection Improvements at Washington Street and Fred Waring Drive
H. Approve Amendment No. 7 for No-Cost Extension to CV Link Contract with Alta P45 Planning & Design, Ending on September 30, 2020
5.1 ITEM(S) HELD OVER FROM CONSENT CALENDAR 6. DISCUSSION / ACTION A. Resolution No. 20-004 adopting CVAG’s 2020/2021 Fiscal Year Annual Budget, P48
Salary Schedule, and Allocated Positions – Gary Leong Recommendation: Approve Resolution No. 20-004 adopting CVAG’s 2020/2021 Fiscal Year Annual Budget, Salary Schedule, and Allocated Positions.
B. Rotation of the Finance Committee Members – Gary Leong P50
Recommendation: Approve an annual rotation for the Finance Committee membership and, appoint a city manager and an elected official to serve on the Finance Committee.
C. CVAG Officer Rotation for FY 2020/2021 – Erica Felci P52
Recommendation: Nominate the representative from the City of Indio to serve as FY 2020/2021 Chair and the representative from the City of Palm Springs to serve as FY 2020/2021 Vice Chair.
D. Contract Amendment Number Two for the I-10/Portola Interchange and Initial P54 Transportation Project Cash Flow Discussion – Jonathan Hoy Recommendation:
1) Approve Amendment Number Two to the Reimbursement Agreement with the County of Riverside and City of Palm Desert for the I-10/Portola Avenue Interchange Project to extend the time trigger for one year to June 29, 2021; and
2) Direct the Executive Director to provide a five-year cashflow projection for approved transportation projects, including potential future obligations, and provide short-term and long-term policy recommendations.
7. INFORMATION
a) Status of I-10 Interchange Projects P59
b) CVAG Regional Arterial Program - Project Status Report P60 c) Bicycle/Pedestrian Safety Program - Project Status Report P61
d) Executive Committee Attendance Roster P62
e) Signal Synchronization Pilot Project P63
f) Update on the Western Coachella Valley Flooding and Blowsand Risk Assessment P66 g) CVAG FY 2020/2021 Schedule of Meetings P67
8. LEGISLATIVE ITEMS 9. PUBLIC COMMENTS ON NON-AGENDA ITEMS
This is the time and place for members of the public to address the Executive Committee on items of general interest within the purview of this committee. Please limit comments to two (2) minutes.
10. ANNOUNCEMENTS
Upcoming Meetings: Executive Committee – Monday, September 28, 2020 at 4:30 p.m. General Assembly – Monday, June 29, 2020 6:00 p.m. via Zoom
11. ADJOURNMENT
Jurisdiction Members
City of Blythe Joseph De Coninck
Councilmember
City of Cathedral City John Aguilar
Mayor
City of Coachella Steven Hernandez Mayor
City of Desert Hot Springs Scott Matas
Mayor
City of Indian Wells Ty Peabody Mayor
City of Indio, Vice Chair Glenn Miller
Mayor
City of La Quinta Linda Evans Mayor
City of Palm Desert Sabby Jonathan
Councilmember
City of Palm Springs Geoff Kors
Mayor
City of Rancho Mirage Ted Weill Mayor Pro Tem
County of Riverside
Kevin Jeffries, 1st District Supervisor
Karen Spiegel, 2nd District Supervisor Chuck Washington, 3rd Dist. Supervisor
V. Manuel Perez, 4th District Supervisor
Jeff Hewitt, 5th District Supervisor
Agua Caliente Band of Cahuilla Indians, Chair Jeff Grubbe
Tribal Chair
Cabazon Band of Mission Indians Douglas Welmas Tribal Chair
ITEM 2A
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 1
1. CALL TO ORDER
The June 8, 2020 Executive Committee meeting was called to order at 4:31 p.m. by CVAG Chair Jeff Grubbe, Agua Caliente Band of Cahuilla Indians, via Zoom.
2. ROLL CALL A roll call was taken, and it was determined that a quorum was present. Those in attendance
were as follows: MEMBERS PRESENT AGENCY Councilmember Joseph DeConinck City of Blythe Mayor John Aguilar City of Cathedral City Mayor Steven Hernandez City of Coachella Mayor Scott Matas City of Desert Hot Springs Mayor Ty Peabody City of Indian Wells Mayor Glenn Miller City of Indio Mayor Linda Evans City of La Quinta Councilmember Sabby Jonathan City of Palm Desert Mayor Geoff Kors City of Palm Springs Mayor Pro Tem Ted Weill City of Rancho Mirage Supervisor V. Manuel Perez County of Riverside 4th District Supervisor Jeff Hewitt County of Riverside 5th District Tribal Chair Jeff Grubbe Agua Caliente Band of Cahuilla Indians MEMBERS NOT PRESENT AGENCY Tribal Chair Douglas Welmas Cabazon Band of Mission Indians Supervisor Kevin Jeffries County of Riverside 1st District Supervisor Karen Spiegel County of Riverside 2nd District Supervisor Chuck Washington County of Riverside 3rd District OTHERS PRESENT AGENCY Lauri Aylaian City of Palm Desert Conrado Barzaga Desert Healthcare District/ Foundation Councilmember Russell Betts City of Desert Hot Springs Jennifer Cusack Southern California Edison Gustavo Gomez City of Indio Isaiah Hagerman City of Rancho Mirage
ITEM 5A
The audio file for this committee meeting can be found at: http://www.cvag.org/audio.htm Any handouts distributed during the meeting will placed in the meeting file.
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 2
Charles McClendon City of Cathedral City Jon McMillen City of La Quinta Chuck Maynard City of Desert Hot Springs Bill Pattison City of Coachella Mayor Pro Tem John Peña City of La Quinta Councilmember Jan Pye City of Desert Hot Springs Luke Rainey City of Desert Hot Springs Greg Rodriguez County of Riverside Kim Saruwatari County of Riverside Erin Sasse League of California Cities Mark Scott City of Indio Lauren Skiver SunLine Transit Agency Brittney Sowell SunLine Transit Agency STAFF PRESENT Tom Kirk Gary Leong Martin Magaña Katie Barrows Eric Cowle Bassam Al-Beitawi Erica Felci Tom Cox Joanna Stueckle Oscar Vizcarra Beverly Newton Michael Jenkins CVAG Legal Counsel
3. PUBLIC COMMENTS ON AGENDA ITEMS None.
4. EXECUTIVE COMMITTEE / DIRECTOR COMMENTS Tom Kirk asked the Executive Committee to recognize the passing of former CVAG Executive Director Corky Larson by participating in a moment of silence. Mr. Kirk noted that the agenda had been amended prior to the 72-hour required agenda posting to include item 6D. Based on the CVAG Public Safety Committee discussion earlier in the day, CVAG staff was pulling the draft resolution from the agenda, but the item would still provide a recap to the Coachella Valley public safety response to the protests.
5. CONSENT CALENDAR
Councilmember Sabby Jonathan asked that item 5F be pulled from the consent calendar for discussion. IT WAS MOVED BY MAYOR MILLER AND SECONDED BY MAYOR EVANS TO:
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 3
A. APPROVE THE FEBRUARY 24, 2020 THE JOINT TRANSPORTATION COMMITTEE & EXECUTIVE COMMITTEE MEETING MINUTES
B. APPROVE THE MARCH 19, 2020 SPECIAL EXECUTIVE COMMITTEE MEETING MINUTES
C. APPOINT DESERT HOT SPRINGS COUNCILMAN RUSSELL BETTS TO SERVE ON SCAG TRANSPORTATION COMMITTEE
D. AUTHORIZE EXECUTIVE DIRECTOR TO COORDINATE WITH RIVERSIDE COUNTY ON DEVELOPMENT OF A COLLABORATIVE AS PART OF THE REGIONAL APPROACH IN ADDRESSING HOMELESSNESS
E. AUTHORIZE EXECUTIVE DIRECTOR TO NEGOTIATE AND EXECUTE AMENDMENT #4 TO GRANT AGREEMENT WITH RIVERSIDE COUNTY FOR CV HOUSING FIRST EXTENDING TERM THROUGH JUNE 30, 2021 FOR ADDITIONAL $359,711; AND AUTHORIZE THE EXECUTIVE DIRECTOR AND/OR LEGAL COUNSEL TO MAKE MINOR CHANGES/REVISIONS FOR CLARIFICATION PURPOSES
F. This item was held over for discussion.
G. APPROVE AMENDMENT FIVE TO AB 2766 MEMORANDUM OF UNDERSTANDING BETWEEN CVAG AND THE MEMBER JURISDICTIONS TO MAINTAIN THE CONTRIBUTIONS FROM THE CITIES AND THE COUNTY AT 75% TO PROVIDE SUSTAINABLE FUNDING FOR THE REGIONAL PM10 STREET SWEEPING PROGRAM, THROUGH JUNE 30, 2024
THE MOTION CARRIED TO APPROVE ITEMS 5A THROUGH 5E AND 5G WITH 13 AYES AND 4 MEMBERS ABSENT. COUNCILEMBER DECONINCK AYE MAYOR AGUILAR AYE MAYOR HERNANDEZ AYE MAYOR MATAS AYE MAYOR PEABODY AYE MAYOR MILLER AYE MAYOR EVANS AYE COUNCILMEBER JONATHAN AYE MAYOR KORS AYE MAYOR PRO TEM WEILL AYE SUPERVISOR JEFFRIES ABSENT SUPERVISOR SPIEGEL ABSENT SUPERVISOR WASHINGTON ABSENT SUPERVISOR PEREZ AYE SUPERVISOR HEWITT AYE TRIBAL CHAIR GRUBBE AYE
TRIBAL CHAIR WELMAS ABSENT
5.1 ITEM(S) HELD OVER FROM CONSENT CALENDAR
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 4
F. AUTHORIZE EXECUTIVE DIRECTOR TO EXECUTE COOPERATIVE COST SHARING AGREEMENT WITH WESTERN RIVERSIDE COUNCIL OF GOVERNMENTS AND SAN BERNARDINO COUNCIL OF GOVERNMENTS TO FORM REGIONAL ENERGY NETWORK (REN), WITH CVAG’S COST SHARE NOT TO EXCEED $50,000 FOR BUSINESS PLAN DEVELOPMENT PORTION
Councilmember Jonathan noted that there could be interest in the program from Desert Community Energy and asked staff to provide the information to the DCE Board of Directors.
IT WAS MOVED BY COUNCILMEMBER JONATHAN AND SECONDED BY MAYOR KORS TO AUTHORIZE EXECUTIVE DIRECTOR TO EXECUTE COOPERATIVE COST SHARING AGREEMENT WITH WESTERN RIVERSIDE COUNCIL OF GOVERNMENTS AND SAN BERNARDINO COUNCIL OF GOVERNMENTS TO FORM REGIONAL ENERGY NETWORK (REN), WITH CVAG’S COST SHARE NOT TO EXCEED $50,000 FOR BUSINESS PLAN DEVELOPMENT PORTION. THE MOTION CARRIED TO APPROVE ITEM 5F WITH 13 AYES AND 4 MEMBERS ABSENT. COUNCILEMBER DECONINCK AYE MAYOR AGUILAR AYE MAYOR HERNANDEZ AYE MAYOR MATAS AYE MAYOR PEABODY AYE MAYOR MILLER AYE MAYOR EVANS AYE COUNCILMEBER JONATHAN AYE MAYOR KORS AYE MAYOR PRO TEM WEILL AYE SUPERVISOR JEFFRIES ABSENT SUPERVISOR SPIEGEL ABSENT SUPERVISOR WASHINGTON ABSENT SUPERVISOR PEREZ AYE SUPERVISOR HEWITT AYE TRIBAL CHAIR GRUBBE AYE
TRIBAL CHAIR WELMAS ABSENT
6. DISCUSSION / ACTION A. Proposed FY 2020/21 Budget – Gary Leong
Gary Leong presented the staff report, giving a description of the proposed 2020/2021 fiscal year budget. Mr. Leong indicated staff would seek approval at the June 29 Executive Committee meeting and encouraged members to send comments or questions in advance so he could address them at the meeting. No action was taken.
B. Funding Match for ATP Cycle 5 Projects – Erica Felci
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 5
Erica Felci presented the staff report. Member comment ensued. IT WAS MOVED BY MAYOR HERNANDEZ AND SECONDED BY MAYOR EVANS TO AUTHORIZE THE EXECUTIVE DIRECTOR TO COMMIT REGIONAL TRANSPORTATION FUNDING, IN ADDITION TO THE PREVIOUSLY APPROVED 2019 BICYCLE AND PEDESTRIAN SAFETY PROGRAM, SO THAT PROJECTS CAN MAXIMIZE LEVERAGING POINTS IN APPLICATIONS FOR THE STATE’S ATP CYCLE 5 GRANT PROGRAM, WITH THE CONDITION THAT ACTUAL EXPENDITURE OF FUNDS WOULD BE DEPENDENT ON SECURING THE GRANT FUNDING AND FUNDING CONTRIBUTIONS BY LOCAL JURISDICTIONS. THE MOTION CARRIED WITH 13 AYES AND 4 MEMBERS ABSENT. COUNCILEMBER DECONINCK AYE MAYOR AGUILAR AYE MAYOR HERNANDEZ AYE MAYOR MATAS AYE MAYOR PEABODY AYE MAYOR MILLER AYE MAYOR EVANS AYE COUNCILMEBER JONATHAN AYE MAYOR KORS AYE MAYOR PRO TEM WEILL AYE SUPERVISOR JEFFRIES ABSENT SUPERVISOR SPIEGEL ABSENT SUPERVISOR WASHINGTON ABSENT SUPERVISOR PEREZ AYE SUPERVISOR HEWITT AYE TRIBAL CHAIR GRUBBE AYE
TRIBAL CHAIR WELMAS ABSENT
C. Coachella Valley’s response to COVID-19 a. Regional funding advocacy related to COVID-19 — Erica Felci
Ms. Felci invited Supervisor V. Manuel Perez to comment on Riverside County’s ongoing efforts to address the COVID-19 pandemic. After brief comments were made, Supervisor Perez introduced Riverside County Public Health Director Kim Saruwatari to give the latest
data and trends in Riverside County.
Extensive member discussion ensued. Mr. Kirk indicated that staff was seeking approval to advocate for the Coachella Valley’s fair share of stimulus and reimbursements related to COVID-19. Additionally, a letter would be to the County Board of Supervisors, requesting the Governor consider sub-regional flexibility when considering policy and re-
opening of businesses. Additional member discussion ensued and action on the
recommendation was bifurcated.
IT WAS MOVED BY MAYOR EVANS AND SECONDED BY MAYOR MILLER TO AUTHORIZE THE EXECUTIVE DIRECTOR:
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 6
1) ADVOCATE FOR THE COACHELLA VALLEY’S FAIR SHARE IN ANY STATE OR FEDERAL LEGISLATION DEVELOPED IN RESPONSE TO COVID-19 ECONOMIC REBOUND AND TO SEEK FUNDING REIMBURSEMENT OPPORTUNITIES, AS THEY DEVELOP, TO OFFSET COSTS INCURRED BY REGIONAL PROGRAMS.
THE MOTION CARRIED WITH 13 AYES AND 4 MEMBERS ABSENT. COUNCILEMBER DECONINCK AYE MAYOR AGUILAR AYE MAYOR HERNANDEZ AYE MAYOR MATAS AYE MAYOR PEABODY AYE MAYOR MILLER AYE MAYOR EVANS AYE COUNCILMEBER JONATHAN AYE MAYOR KORS AYE MAYOR PRO TEM WEILL AYE SUPERVISOR JEFFRIES ABSENT SUPERVISOR SPIEGEL ABSENT SUPERVISOR WASHINGTON ABSENT SUPERVISOR PEREZ AYE SUPERVISOR HEWITT AYE TRIBAL CHAIR GRUBBE AYE
TRIBAL CHAIR WELMAS ABSENT
2) ADVOCATE TO THE RIVERSIDE COUNTY BOARD OF SUPERVISORS THAT SUB-REGIONAL FLEXIBILITY BE INCLUDED IN THE GOVERNOR’S COVID POLICY MAKING AND SUGGESTING REOPENING ORDERS BE TAILORED ACCORDINGLY. THE MOTION CARRIED WITH 12 AYES, 1 NAY AND 4 MEMBERS ABSENT. COUNCILEMBER DECONINCK AYE MAYOR AGUILAR AYE MAYOR HERNANDEZ NAY MAYOR MATAS AYE MAYOR PEABODY AYE MAYOR MILLER AYE MAYOR EVANS AYE COUNCILMEBER JONATHAN AYE MAYOR KORS AYE MAYOR PRO TEM WEILL AYE SUPERVISOR JEFFRIES ABSENT SUPERVISOR SPIEGEL ABSENT SUPERVISOR WASHINGTON ABSENT SUPERVISOR PEREZ AYE SUPERVISOR HEWITT AYE TRIBAL CHAIR GRUBBE AYE
TRIBAL CHAIR WELMAS ABSENT
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 7
b. Update on countywide efforts — Supervisor V. Manuel Perez, Riverside County
c. Update on statewide efforts — Erin Sasse, League of California Cities
Ms. Felci indicated that Erin Sasse was unable to stay at the meeting due to a conflict in her schedule, and briefly summarized the statewide update.
7. INFORMATION
a) Status of I-10 Interchange Projects
b) CVAG Regional Arterial Program - Project Status Report c) CVAG Regional Arterial Program – Contract Status Report
d) Executive Committee Attendance Roster e) CVAG Quarterly Investment Report Ending March 31, 2020 f) Next steps in Evaluating Funding Needs for Affordable Housing and Related
Programs g) Follow Up to Executive Committee Action Related to CV Housing First
h) CVAG Pace Report i) Streamlined Per Diem Process for CVAG Committees j) 2020 CVAG General Assembly Information
These items were placed in the agenda for member information.
8. ADJOURN TO CLOSED SESSION
Pursuant to the provisions of Government Code Section 54956.8, the Executive Committee will adjourn to Closed Session.
CONFERENCE WITH REAL PROPERTY NEGOTIATOR Property: Allottee 105E – APN 687-060-059
CVAG Negotiator: Tom Kirk, Executive Director Negotiating Party: Tanya R. Morretti, Noni A Bow, Clara M. Bow and Malerie Marquez
Under Negotiation: Price and Terms of Payment for acquisition of easements for CV Link
The Executive Committee adjourned into closed session at 5:50 p.m. The meeting reconvened at 6:05 p.m. There was no reportable action taken.
EXECUTIVE COMMITTEE MINUTES OF JUNE 8, 2020 PAGE 8
9. PUBLIC COMMENTS ON NON-AGENDA ITEMS
This is the time and place for members of the public to address the Executive Committee on items of general interest within the purview of this committee. Please limit comments to two (2) minutes. None.
10. ANNOUNCEMENTS
Upcoming Zoom Meetings: Executive Committee – Monday, June 29, 2020 at 4:30 p.m. General Assembly – Monday, June 29, 2020 (Time to be determined.)
11. ADJOURNMENT
There being no further business, Chair Grubbe adjourned the meeting at 6:08 p.m. Respectfully submitted,
Staff Report Subject: Authorization to Update Signature Cards Contact: Gary Leong, Deputy Executive Director ([email protected]) Recommendation: Authorize the updating of the signature cards, subject to the General Assembly approving the 2020 rotation for the 2020/2021 Chair. Background: This request for new signature cards is needed to reflect the upcoming CVAG Chair change. Staff normally puts forward this request after the General Assembly has elected the incoming CVAG chair. Given the schedule of meetings, the Executive Committee potentially will not meet until September 28th, as CVAG normally goes dark in the months of July and August. This request also supersedes any prior Executive Committee action on this subject. With the Executive Committee’s approval, the signature cards will be updated as follows: 1) Bank Signature Cards, County of Riverside Journal Voucher Requests and Wire Transfer
Requests to the following CVAG employees and CVAG Chair:
As Approved CVAG Chair (New) Tom Kirk Executive Director (Existing) Gary Leong Director of Administrative Services (Existing) Katherine Barrows Director – Energy & Environment Res. (Existing) Joanna Stueckle Executive Assistant (Existing)
2) Signature Cards for the Local Agency Investment Fund (LAIF) to the following CVAG employees and CVAG Chair:
As Approved CVAG Chair (New) Tom Kirk Executive Director (Existing) Gary Leong Director of Administrative Services (Existing) Katherine Barrows Director – Energy & Environment Res. (Existing)
Staff Report Subject: One-year extension for auditing services with the accounting firm of Lance,
Soll & Lunghard, LLP Contact: Gary Leong, Deputy Executive Director ([email protected])
RECOMMENDATION: Approve a one-year extension for auditing services with Lance, Soll & Lunghard, LLP (LSL) at a cost not-to-exceed $21,800. Finance Committee: Approved moving the proposed one-year extension for auditing services with LSL forward to the Executive Committee for review and consideration. (Meeting of May 27th) BACKGROUND: CVAG’s Financial Statements Audit Procurement Policy, adopted on June 3, 2002, requires CVAG to obtain from qualified auditing firms proposals to perform CVAG’s annual financial audit every five years. CVAG’s current auditor is Lance, Soll & Lunghard, LLP. The auditing period of Fiscal Year 2019/20 marks the fifth and final year of the agreement with LSL. Instead of soliciting a Request for Proposals (RFP) now for the auditing services for the next five years, CVAG staff recommends a one-year extension with LSL for the auditing services. This will allow CVAG to have one auditing firm for the three JPAs — CVAG, the Coachella Valley Conservation Commission (CVCC) and Desert Community Energy (DCE). Having one auditing firm is an efficient way to conduct the audit, especially since there are some financial interactions between the agencies. When the DCE Board of Directors requested for an external audit, CVAG requested that LSL perform the services and two-year agreement was executed. There is one more fiscal year on that agreement. Staff is recommending a one-year extension on the CVAG agreement to realign all three audits. CVAG can then go ahead with an RFP for all three agencies next year. FISCAL ANALYSIS: LSL has quoted audit fees of $21,800 for the one-year extension. This is an increase of $601 (2.84%) over the prior year’s fees of $21,199. CVAG will apportion the costs to the various program funds.
Staff Report Subject: La Quinta Contribution to CV Housing First Contact: Tom Cox ([email protected]) Recommendation: Authorize Executive Director to execute a Memorandum of Understanding between CVAG and La Quinta Housing Authority for CV Housing First in the Amount of $83,333. Background: The City of La Quinta, through its Housing Commission and Housing Authority, has
approved an allocation of $83,333 in redevelopment funds to address regional homelessness
through the CV Housing First Program. Pursuant to SB341 (October 2013), the Memorandum of
Understanding outlines specific requirements for use and reporting of these funds. One of these
requirements is tracking services delivered specifically in eastern Coachella Valley, as defined by
east of Cook Street. Per the 2019 PIT Count, the eastern Coachella Valley cities of Palm Desert,
Indian Wells, La Quinta, Indio, and Coachella had a total unsheltered homeless population of 137
individuals (including people 9 in La Quinta); and, per the 2020 PIT Count, the unsheltered
homeless population for the same area was 183 individuals (including 3 in La Quinta). These
services will be tracked accordingly, acknowledging that some services like street outreach
contacts are more difficult to track in cities that contract with the Sheriff’s Department for public
safety services. Staff from CVAG and Path of Life are working to address this issue by reaching
out to the Sheriff’s Department through initiatives like The CV100 in order to strengthen
communication and coordination.
CVAG expresses its sincere gratitude to the City of La Quinta for its continued support for a
coordinated regional effort to address homelessness in Coachella Valley using a housing first
approach that connects unsheltered homeless individuals with housing solutions they can sustain
over time.
Fiscal Impact: The $83,333 contribution from the City of La Quinta will fund CV Housing First
regional homelessness programs.
Attachments:
1. Memorandum of Understanding between CVAG and City of La Quinta
This Memorandum of Understanding (the “Memorandum”) is made by and
between the La Quinta Housing Authority, a public body, corporate and politic
(“Authority”) and the COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (“CVAG”), as of June 1, 2020 with respect to the following:
RECITALS
WHEREAS, the Authority is interested in providing food and shelter to those
in need and, in that regard would like to support the CVAG homeless prevention
program;
WHEREAS, the CVAG agrees to use the Authority funding for homeless prevention measures in eastern Coachella Valley and more specifically in the City of
La Quinta this fiscal year;
NOW, THEREFORE, the Authority and CVAG agree to the following:
1.0 TERM OF MEMORANDUM. The term of this Memorandum shall expire on
December 31, 2020.
2.0 OBLIGATIONS OF THE PARTIES.
2.1 CVAG shall provide the services set forth in Exhibit A attached hereto and
incorporated herein by this reference (“Scope of Services”). CVAG shall deliver to
the Authority periodic reports and compliance metrics as set forth in Exhibit B attached hereto and incorporated by this reference (“Compliance Reports”). CVAG
shall comply with any and all federal, state, and local laws and regulations applicable
to CVAG, the Scope of Services, and the use of the Authority Financial Support Funds
(as defined in Section 2.2 below) and the use of any other public moneys (collectively, the “Compliance Requirements”).
2.2 The Authority will provide financial support of Eighty-Three Thousand Three
Hundred Thirty-Three Dollars ($83,333) (“Authority Financial Support Funds”) to CVAG. Provided CVAG complies with its obligations under this Memorandum, the
Authority shall disburse the Authority Financial Support Funds no later than 10 days
after the execution of this Memorandum. CVAG agrees to provide the Authority with
two (2) financial quarter Compliance Reports with reporting periods as follows: May 1 - August 31, 2020, and September 1- December 31, 2020. All Authority Financial
Support Funds shall be used by CVAG for the Scope of Services and for no other
Page 2 of 7
purpose. If CVAG fails to timely deliver a Compliance Report, the Authority may
withhold an installment disbursement of the Authority Financial Support Funds that has not yet been disbursed. If CVAG fails to comply with any Compliance
Requirements, the Authority may (i) withhold an installment disbursement that has
not yet been disbursed, (ii) order a return to the Authority of any portion or all
Authority Financial Support Funds that were not used in compliance with this Memorandum or any other Compliance Requirements, and/or (iii) seek any other
rights or remedies available at law or in equity.
3.0 INDEMNITY AND RELEASE. CVAG hereby agrees to indemnify, defend, and hold harmless the Authority and its officers, employees, agents and independent
contractors (collectively, “Indemnitees”) from and against any and all of claims,
causes of action, obligations, losses, liabilities, judgments, or damages, including
reasonable attorneys’ fees and costs of litigation (collectively “Claims”) arising out of and/or in any way relating to CVAG’s activities in the performance of this
Memorandum, or to CVAG’s acts and/or omissions in providing or administering the
same, excepting only those claims, actions, obligations, losses, liabilities,
judgments, or damages arising out of the sole negligence, active negligence or
willful misconduct of the Authority.
4.0 CVAG INSURANCE OBLIGATIONS. Without limiting the indemnification
provisions provided herein, CVAG, at its sole expense, shall obtain and keep in force
during the term of this Memorandum and any extensions thereof, a policy or policies of general liability insurance covering all injuries to persons and damage to property
occurring in, upon or about the CVAG facility(ies) resulting from any actions or
omissions of CVAG or any use of the CVAG facility(ies), or the CVAG’s invitees in
accordance with the terms of this Memorandum. The policy or policies evidencing such insurance shall name the Authority and its officials, officers, employees, and
agents, as additional insureds, shall provide that same may not be cancelled or
amended without thirty (30) days prior written notice to the Authority, and shall
provide for a combined single limit coverage of bodily injury and property damage
in the amount of not less than Two Million Dollars ($2,000,000). Such policy or policies shall be issued by an insurance company licensed to do business in the State
of California and be rated A-/VIII or better by ambest.com. Prior to the date of this
Memorandum, and upon renewal of such policies, CVAG shall submit to the Authority
certificates of insurance and any applicable endorsements evidencing that the foregoing policy or policies are in effect. The coverage contemplated in this
paragraph will be primary and the Authority’s coverage will not contribute. CVAG
shall provide workers’ compensation insurance in accordance with California law.
5.0 ADDITIONAL PROVISIONS.
5.1 In all cases, the language in all parts of this Memorandum shall be construed
according to its fair meaning and not strictly for or against either party, if being agreed that the parties or their agents have all participated in the preparation of
this Memorandum.
Page 3 of 7
5.2 This Memorandum contains the entire agreement of the Parties and supersedes any prior oral or written statements or agreements between the Parties
regarding the operation of the CVAG.
5.3 No termination of this Memorandum shall release either party from any liability or obligation hereunder resulting from any acts, omissions or events happening prior
to the termination of this Memorandum.
5.4 In the event either party brings any suit or other proceeding with respect to the subject matter or enforcement of this Memorandum, the prevailing party (as
determined by California law) shall, in addition to such other relief as may be
awarded, be entitled to recover reasonable attorneys’ fees, expenses and costs of
suit or investigation as actually incurred (including, without limitation, reasonable attorneys’ fees, expenses, and costs incurred in establishing the right to
indemnification).
[signatures on next page]
Page 4 of 7
IN WITNESS WHEREOF, Coachella Valley Association of Governments and La Quinta Housing Authority have executed this Memorandum as evidenced by the signatures
contained below:
LA QUINTA HOUSING AUTHORITY COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS
By: By:
JON MCMILLEN, Executive Director Dated: Name:
Title:
ATTEST: Address:
By: City, State, Zip:
MONIKA RADEVA, Authority Secretary Email:
Dated:
APPROVED AS TO FORM AND CONTENT:
By:
WILLIAM H. IHRKE, Authority Counsel
Page 5 of 7
EXHIBIT A
Scope of Services
Provide homeless prevention assistance to those on the east side of the
Coachella Valley, and more specifically in the City of La Quinta, who are at risk of homelessness by providing face-to-face or telephone outreach, shelter (emergency
and/or permanent), employment services, emergency rental and utility service
assistance, or other supportive services and resources to help individuals stay in
their current home such as food distribution, free child care, health clinics, and education.
* Emergency rental assistance is to be issued for no more than one month’s actual
rent in the rears, which cannot be above the fair market rate for the occupied unit. To be eligible for rental assistance the household must have a verifiable three day
pay or quit notice and landlords must be contacted to ensure that they will accept
payment to bring the household to a state of good standing. To receive utility
assistance households must have a verifiable shutoff notice for cost for, electric,
gas, and/or water. These funds cannot be used for reconnection. Both rental and utility assistance can only be received once per MOU term, per household. Recipients
of emergency aid must demonstrate financial ability to sustain household finances
after aid has been received by presenting pay stubs, bank records or other
supporting documents. All assistance payments are to be made out to verified landlords and utility companies only. **Please note priority is to be given to verified
La Quinta residents for both types of emergency services.
Page 6 of 7
EXHIBIT B
City of La Quinta Reporting Metrics Eastern Valley Services (East of Cook Street)
Provide homeless outreach via face to
face and/or phone:
Number of interactions
Number of Referrals / Resources
provided (Also provide narrative of what type of Resources where used)
Provide homeless prevention
assistance to those who are at risk of
homelessness through, emergency rental and utility assistance, or other
directly provided resources to stay in
current home such as Food
Distribution, Free Child Care, Health Clinic, Education, etc. allowing
successful diversion
Type of Resources used
Sheltering:
Per person daily per diem cost (Submit narrative of what services are
included)
How many Individuals Sheltered
Units of face to face case management
Number of clients assessed by case manager
Total Shelter nights
Number of individuals placed into housing
Page 7 of 7
Provide Rapid Rehousing or similar
type placement
Number placed
Housing Stability/ Three month follow up after financial support ends
Provide Employment Services:
Description of direct Employment
Services offered (Submit narrative of what direct
services are included)
Number of Individuals served
Units of Service
ITEM 5E
Staff Report
Subject: 2020 – 2022 Street Sweeping Contract with M&M Sweeping, Inc. Contact: Eric Cowle, Transportation Program Manager ([email protected]) Recommendation: Approve exercising an option to renew a Contract with M&M Sweeping, Inc. for CVAG’s Regional PM10 Street Sweeping Program from July 1, 2020 to June 30, 2022 for a not-to-exceed amount of $662,876.63 per year, with an option for an additional two years. Background: In June of 2018, the Executive Committee approved a two-year contract with M&M Sweeping Inc. for the Regional PM10 Street Sweeping Program. The contract contained an option for an additional two years. CVAG’s Regional Street Sweeping Task Force meets on an as-needed basis to provide feedback and monitor the performance of CVAG’s street sweeping contractor. In their May 2020 meeting, the Task Force was unanimous in its recommendation to exercise the two-year option with M&M Sweeping, Inc. The Taskforce also requested that a two-year extension be added to the new contract, and that a meeting be held mid-contract to review M&M’s performance. Funding for the Regional PM10 Street Sweeping Program has traditionally come from AB2766, Coachella Valley Air Quality Enhancement Program, referred to as Colmac funds, and the Mobile Source Reduction Committee (MSRC). The AB2766 funds are allocated to CVAG’s individual jurisdictions as a percentage of vehicular license plate renewals, and then redirected to the Regional PM10 Street Sweeping Program. Colmac funds are provided by Riverside County through the Coachella Valley Air Quality Enhancement Program. MSRC funds have come through grants awarded to CVAG for the Program. Funding through MSRC was discontinued in Fiscal Year 2017/2018. In January of 2019, CVAG received a five-year award from the South Coast Air Quality Management District (SCAQMD) for $1,150,000 which along with the previously mentioned funds will provide full funding for the next four years. The SCAQMD funding also includes $50,000 for a study of the efficiency and effectiveness of the current program. Fiscal Impact: CVAG has budgeted for the AB2766 contributions (currently at 75% from each jurisdiction). In May 2020, the CVAG Executive Committee approved Amendment 5 continuing the contributions from member cities and the County through June 30, 2024. CVAG will request that Riverside County extend the Colmac grant, which is currently approved through 2020, for five more years. SCAQMD funding covers the remaining Program costs. Adjustments may need to be made to the Street Sweeping Contract Scope depending on available funding. The amount of $662,876.63 requested for this contract has been adjusted for inflation by 2.1% from the previous contract. Attachments:
THIS CONTRACT, by and between the COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS, a Joint Powers Authority (JPA), herein referred to as "CVAG," and "M&M Sweeping, Inc." herein referred to as "Contractor," is entered into as of June 29, 2020.
WITNESSETH In consideration of their mutual covenants, the parties hereto agree as follows:
1. Scope of Services. Contractor shall furnish all necessary labor, material, equipment, transportation, and services to perform the Regional PMIO Street Sweeping Services Program, in the Coachella Valley. The scope of services includes the following:
1.1 Contractor shall provide regional PM 10 street sweeping services on all regional arterials identified in the Routing and Sweeping Schedule in Attachment 1. In addition, contractor shall provide removal of sand/dirt accumulations and subsequent PM 10 street sweeping services on roads designated as "special impact streets" in Attachment 2 to the Request for Proposals.
1.2 At CVAG's sole discretion, the Routing and Sweeping Schedule may be amended to
increase or reduce the scope of services. Such increase may require up to fifty percent (50 %) additional lane miles of sweeping services (above the number of the lane miles of "regular sweeping" and/or "special impact streets cleaning" as defined in this contract) be provided by the Contractor without change in the unit price to be paid to the Contractor. A reduction in sweeping services up to twenty -five percent (25 %) of the lane miles (of "regular sweeping" and/or "special impact streets cleaning") in this contract may be made without change in the unit price to be paid to the Contractor. Unless the parties agree on an adjustment of the per-curb-mile price, Contractor may terminate this Contract with 60 days notice in the event that CVAG requires an increase in lane miles of in excess of fifty percent (50 %), or a reduction in lane-
miles of in excess of twenty -five percent (25 %), of the number of lane miles of "regular sweeping" or “special impact street cleaning" in this contract
2. Contractor will comply with all federal, state, county, local, and other governmental laws, and municipal codes, which are, as amended from time to time, incorporated herein by reference.
2. 1 It is specifically within the contemplation of the parties that the sand and debris collected may constitute hazardous material subject to state and federal regulation with respect to disposal. Contractor shall dispose of all sand and debris collected from street sweeping operations in accordance with all applicable federal, state, county, and city ordinances and law.
2.2 Contractor shall comply with all Riverside County and city permitting requirements in the
establishment of its operating yard and other facilities constructed or occupied in connection with execution of work under this Agreement. Contractor shall furnish copies of applications for all such required permits within 30 days of the beginning of the term of this Agreement.
2.3 Contractor shall also comply with all county, city, state, and Federal permitting
requirements in the establishment and operation of disposal sites for materials collected during the course of performing the work under this Agreement. Contractor shall furnish copies of all such permits before
beginning use of such disposal sites to receive materials generated in the course of work under this Agreement.
3. Contractor shall ensure that, on all roadways swept, all debris including "visible roadway dust" is removed from roadway surfaces. "Visible roadway dust" shall be interpreted to mean any sand, soil, dirt, or other solid particulate matter which is visible upon paved road surfaces and which can be removed by a regenerative air sweeper or water-induced broom sweeper under normal operating conditions.
3.1 All work shall be performed in a manner satisfactory to CVAG's Executive Director or designee.
Contractor warrants that all services will be performed in a competent, professional, and satisfactory
manner in accordance with the standards prevalent in the industry for such services.
4. Term. The term of this Contract shall begin on Sunday, July 1, 2020 at 12:01 a.m. for approximately twenty four (24) months, and end on June 30, 2022; except that, in the event that any funding source for this Contract should be withdrawn or reduced, CVAG may terminate this Contract upon thirty (30) business days written notice to Contractor.
CVAG reserves the right to extend the contract, at its sole discretion, with approval of CVAG's Executive Committee, for an additional two-year term.
4.1 Termination Prior to Expiration of Term. In addition to the right to terminate set out in Section 4 above, CVAG reserves the further right to terminate this Agreement at any time, without cause, upon sixty (60) days written notice to Contractor. Contractor shall be entitled to compensation for all services rendered prior to the effective date of the termination and for any services authorized by CVAGs Executive Director or designee thereafter in accordance with the Schedule of Compensation or such as may be approved by CVAG's Executive Director or designee.
4.2 Termination for Default of Contractor. Upon receipt of any Notice of Termination for cause, Contractor shall cease all services hereunder except for those specifically described in said Notice of Termination. Said notice shall include grounds for cause, including description of all prior notices of breach and Contractor's insufficient response thereto. If termination is due to the failure of Contractor to fulfill its obligations under this Agreement, CVAG may take over work and prosecute the same to completion by contract or otherwise, and Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that CVAG shall use reasonable efforts to mitigate such damages), and CVAG may withhold any payments and/or retention to Contractor for the purpose of setoff or partial payment of the amounts owed CVAG.
5. Compensation. In consideration of said work, CVAG agrees to pay Contractor such sums as shall be approved by CVAG's Executive Director at the unit price rate of Twenty-Five Dollars and Seventy-Seven Cents ($25.77) per curb-mile of "regular sweeping" satisfactorily completed, with total payments beginning July 1 , 2020 and ending June 30, 2021, of the twenty-four month term of this Agreement, not to exceed Five Hundred Fifty Thousand, Seven Hundred Fifty-Seven Dollars and Twenty-Nine Cents ($550,757.29), and the total two-year amount not-to-exceed One Million, One Hundred and One Thousand, Five Hundred and Fourteen dollars and Fifty-Eight cents ($1,101,514.58).
In addition, CVAG agrees to pay Contractor such sums as approved by CVAG's Executive Director at the unit price rate of Thirty-Seven Dollars and Ninety-One Cents ($37.91) per curb-mile of "special impact streets cleaning" satisfactorily completed, with total payments beginning July 1 , 2020 and ending June 30, 2021, of the twenty-four (24) months term of this Agreement, not to exceed Seventy-Three Thousand, Nine
Hundred and Twenty-Three Dollars and Ninety-Seven Cents $73,923.97), and the total two-year amount not-to-exceed One Hundred Forty-Seven Thousand, Eight Hundred Forty-Seven and Ninety-Four cents ($147,847.94).
In addition, CVAG agrees to pay Contractor for street sweeping of State Highway 111 within the City of Palm Springs on a weekly basis at the “regular sweeping” rate of Twenty-Five Dollars and Seventy-Seven Cents ($25.77) per curb-mile. Attachment 1 already provides for sweeping these street segments every-other week. This additional sweeping will serve to accomplish weekly sweeping of Highway 111 within the City of Palm Springs. Total payments beginning July 1 , 2020 and ending June 30, 2021, of the twenty-four month term of this Agreement, not to exceed Fifteen Thousand, Four Hundred Forty-Nine Dollars and Fifty-Three Cents ($15,449.53), and the total two-year amount not-to-exceed Thirty Thousand, Eight Hundred Ninety-Nine dollars and Six cents.
In addition, from the last two weeks of February through the first two weeks of May, CVAG agrees to pay Contractor such sums as approved by CVAG’s Executive Director at the unit rate of Thirty-Seven Dollars and Ninety-One Cents ($37.91) per curb-mile of “seasonal impact streets cleaning” satisfactorily completed, with total payments beginning July 1, 2020 and ending June 30, 2022, of the twenty-four months term of this agreement, not to exceed Twenty-Two Thousand Two Hundred Seventy -Eight Dollars and no Cents ($22,745.84), and the total two-year amount not-to-exceed Forty-Five Thousand, Four Hundred Ninety-One dollars and Sixty-Eight cents.
The total not to exceed amount for three categories of compensation is 1,325,753.26.
All payments shall be subject to approval by CVAG's Executive Director and shall be in accordance with the terms, conditions, and procedures provided in the Request for Proposal (Exhibit A) and Contractor's Proposal (Exhibit B).
5.1 On or before the twenty -fifth (25th) day of each month, Contractor shall submit invoices to CVAG for payment at the per-curb -mile unit price set out above for all curb miles swept during the previous month. A monthly performance report demonstrating the services performed shall be submitted with each invoice in a form acceptable to CVAG. Within thirty (30) business days of receipt of an undisputed and properly-submitted invoice, CVAG shall pay all invoiced amounts, less a ten percent (10 %) retention; except that, CVAG shall withhold payment of any sums that are disputed. Written notice of the grounds of the dispute shall be provided with the partial payment. The withholding of disputed sums shall not be a ground for the Contractor to cease work. The parties shall attempt to resolve all such disputes within thirty (30) business days. If the parties cannot reach a mutually acceptable resolution within thirty (30) business days, the dispute shall be submitted to CVAG's Executive Committee for resolution.
5.2 The ten percent (10 %) retention shall be paid to the Contractor upon determination by CVAG's Executive Director that all work has been performed in a satisfactory manner and that no basis for claims against the retention exists. In no event shall the retention be retained for more than three (3) months where there have been no disputes, claims of damages, or inadequate service, or other specifically identified basis for resort to the retention funds.
5.3 Supplemental Sweeping and Impact Streets Cleanup: CVAG may direct the Contractor to perform "supplemental regular sweeping" and/or "supplemental special impact streets clean-up" when conditions require additional sweeping or cleanup more frequently than the specified bi-weekly schedule contained in
Exhibit 1 of this Agreement. The Contractor may temporarily postpone scheduled sweeping only if necessary to provide the required immediate response. Contractor shall contact CVAG when this requested supplemental work has been completed so that the area of service may be inspected, and the adequacy of the service verified. Contractor will be paid for this supplemental sweeping and/or cleanup at the unit price rate per-curb-mile bid for "regular sweeping" or "special impact streets cleaning.
6. Equipment and Operation. Contractor shall provide all necessary vehicles in number and capacity sufficient to efficiently perform the services required by this Contract in strict accordance with its terms. All vehicles shall be registered with the California Department of Motor Vehicles and shall be operated in compliance with the California Vehicle Code, and all applicable safety laws.
Contractor shall utilize only alternative -fuel equipment that complies with South Coast Air Quality Management District (SCAQMD) Rule 1 186.1 and all applicable PM -10 rules.
6.2 All sweepers shall display a rear-facing programmable 24" x 48" (minimum) electronic message board, which shall be in operation at all times that the sweeper is on public roads.
6.3 Contractor shall maintain all of its vehicles, facilities, and equipment used in providing service under this Contract in a good, safe, neat, clean, and operable condition at all times. Vehicles used to perform services required by this Contract shall be painted, thoroughly washed, and thoroughly steam-cleaned on a regular basis to present a clean appearance. Contractor shall inspect each vehicle daily to ensure that all equipment is operating properly. Vehicles which are not operating properly, or vehicles in such a condition as to be unsafe or excessively noisy, shall be removed from service until repaired and operating properly. Contractor shall perform all scheduled maintenance functions in accordance with the manufacturer's specifications and schedule. Contractor shall keep accurate records of all vehicle maintenance, recorded according to date and mileage (or hours of operation) and shall make such records available to CVAG upon request
6.4 Equipment shall comply with EPA noise emission regulations and the applicable noise control laws and shall incorporate noise control features throughout the entire vehicle.
6.5 Contractor shall be responsible for any damage resulting from or directly attributable to any of its operations, and which it causes to driving surfaces, associated curbs, gutters and traffic control devices; other public improvements; private roads and alleys; and other vehicles and appurtenances,
6.6 CVAG may direct the removal of any vehicle from service if that vehicle is found to be in nonconformance with the terms of this Contract. No vehicle directed to be removed from service by CVAG shall be returned to service until it conforms with said terms, and its return to service has been approved by CVAG.
6.7 Contractor shall comply with all reporting requirements of the SCAQMD with respect to mileage, fuel consumption, curb-miles swept, sand dumped, and supply CVAG with such information as requested.
7. Indemnification. Without regard to any insurance coverage or requirements, Contractor agrees to indemnify, hold harmless, release, and defend (even if the allegations are false, fraudulent or groundless), to the maximum extent permitted by law, the Coachella Valley Association of Governments, its Executive Committee and each member thereof, and its officers, employees, committee members, representatives and member jurisdictions, from any and all liability, loss, suits, claims, damages, costs,
judgments and expenses (including attorney’s fees and costs of litigation) which in whole or in part are claimed to result from or to arise out of the usage or operation, including the malfunctioning of, or, any injury caused by, any equipment or product utilized for or related to the services provided herein, and irrespective of whether or not such equipment or product was or is owned or provided by CVAG; or any acts, errors, or omissions (including, without limitation, professional negligence) of Contractor, its employees, representatives, sub-contractors, or agents, in connection with the performance of this Contract. This agreement to indemnify includes, but is not limited to, personal injury (including death at any time) and damage to property (including, but without limitation, contract or tort or patent, copyright, trade secret, or trademark infringement) sustained by any person or persons (including, but not limited to, companies or corporations, Contractor and its employees or agents, and members of the general public). This indemnity provision shall survive the termination of this Contract.
8. Insurance. Except as otherwise required, Contractor shall concurrently with the execution of this Contract, furnish CVAG satisfactory evidence of insurance of the kinds and in the amounts provided for herein. This insurance shall be kept in full force and effect by Contractor during the entire term of this Contract and all premiums thereon shall be promptly paid by it. Each policy shall further state that it cannot be canceled without thirty (30) business days unconditional written notice to CVAG and shall name CVAG as an additional insured. Contractor shall furnish evidence of having in effect, and shall maintain, Workers' Compensation Insurance coverage of not less than the statutory amount, or otherwise show a certificate of self-insurance, in accordance with the Workers' Compensation laws of the State of California Failure to maintain the required amounts and types of coverage throughout the duration of this Contract shall constitute a material breach of this Contract.
8.1 Proof of Insurance. Contractor shall obtain, at its own expense, all the insurance required herein and shall submit coverage verification for review and approval by CVAG upon execution of the Contract. The Notice to Proceed with the services under this Contract will not be issued, and the Contractor shall not commence work, until such insurance has been approved by CVAG. The Contractor shall not allow any sub-contractors to commence work on its sub-contract until all similar insurance required of the sub-contractor has been obtained and verified by Contractor. Such insurance shall remain in full force and effect at all times during the prosecution of the services hereunder and until the final completion and acceptance thereof. The Notice to Proceed does not relieve the Contractor of the duty to obtain and maintain such insurance as required herein.
8.2 Commercial General Liability Policy. The Contractor shall take out and maintain during the life of the Contract, a Commercial General Liability Policy, on an occurrence basis ,with a minimum limit of not less than Three Million Dollars ($3,000,000) combined single limit for bodily injury and property damage for any one occurrence and a Six Million Dollar ($6,000,000) annual project aggregate, for all of the following:
a. Premises Operations, including Explosion, Collapse and Underground (X,C, and U) Coverage.
b, Completed Operations/Products, including X, C, and U Coverage.
c. Independent Contractors.
d. Blanket Contractual.
e. Deductible shall not exceed One Thousand Dollars ($1 ,000).
8.3 Commercial Business Auto Policy. The Contractor shall take out and maintain during the life of this Contract a Commercial Business Auto Policy, on an occurrence basis, with a minimum amount of not less than Two Million Dollars ($2,000,000), combined single limit for bodily injury and property damage, providing at least all of the following coverage:
a. Coverage shall be applicable to any and all leased, owned, hired, or non -owned vehicles used in pursuit of any of the activities associated with this Contract.
b. Any and all mobile equipment including cranes which is not covered under said Commercial Business Auto Policy shall have said coverage provided for under the Commercial General Liability Policy.
c. Deductible shall not exceed One Thousand Dollars ($1 ,000).
8.4 Workers' Compensation Insurance. The Contractor shall take out and maintain during the life of the Contract Workers' Compensation and Employers' Liability insurance providing coverage for any and all employees of Contractor.
a. The required policy shall provide coverage for Workers' Compensation Coverage.
b. This policy shall provide coverage for One Million ($ 1,000,000) Dollars Employers' Liability (Coverage B).
8 5 Endorsements. All of the following endorsements are required to be made a part of the policies described hereinabove:
a. "CVAG, CVAG employees and officers, its consultants, sub-consultants, agents, elected officials, and its member jurisdictions are hereby added as additional insureds insofar as work done under this Contract is concerned*"
b. This policy shall be considered primary insurance as respects any other valid and collectible insurance, including self -insured retention, CVAG may possess, and any other insurance CVAG does possess shall be considered excess insurance only."
c. This insurance shall act for each insured, and additional insured, as though a separate policy had been written for each. This, however, will not act to increase the limit of liability of the insuring company."
d. Thirty (30) business days prior written notice of cancellation shall be given to CVAG. Such notice shall be sent to:
Executive Director
Coachella Valley Association of Governments
73 -710 Fred Waring Drive, Suite 200
Palm Desert, CA 92260 -2516
8.6 Change-in-Terms. The Contractor shall provide immediate written notice to CVAG of any change in terms and conditions and /or reduction in the coverage of any nature to the insurance policies.
The notice shall be sent to the location identified in Paragraph 8 5(d) above. The Contractor shall be obligated to pay any extra premium for maintaining the insurance requirements specified herein.
9. Penalties. Contractor shall comply with all applicable federal, state and local laws related to employee compensation. Contractor shall forfeit as a penalty to CVAG Twenty -Five Dollars ($25) for each laborer, workman, or mechanic employed in the execution of this Contract by said Contractor, or any subcontractor under it, upon any of the work herein mentioned, for each calendar day during which such laborer, workman, or mechanic is required or permitted to work at other than a rate of pay provided by law for more than eight (8)hours in any one (l)calendar day and forty (40) hours in any one (l)calendar week, in violation of the provisions of Sections 1810 -1815 of the Labor Code of the State of California.
10. No Discrimination. In accepting this Contract, Contractor certifies that in the conduct of its business it does not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, age, or sexual orientation, and acknowledges that the opportunity to seek, obtain and hold employment without said discrimination is a civil right as provided in the California Fair Employment & Housing Act (Government Code Sections 12900, et seq. Contractor agrees that a finding by the Fair Employment and Housing Commission that Contractor has engaged during the term of this contract in any unlawful employment practice shall be deemed a breach of this Contract, and Contractor shall pay to CVAG Five Hundred Dollars ($500) liquidated damages for each such breach committed under this Contract.
1 1. Assignments. This Contract shall not be assignable by Contractor without the written consent of the CVAG Executive Director.
12 Conflicts of Interest. For the term of this Contract, no officer or employee of Contractor or CVAG shall have or engage in any activity that would give rise to any conflict of interest prohibited by any Federal, state, or local law in connection with the work or services to be performed pursuant to this Contract.
12.1 Contractor declares and warrants that no undue influence or pressure was or will be used against or in concert with any officer or employee of CVAG in connection with the award, terms, or implementation of this Contract, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of CVAG will receive compensation, directly or indirectly, from Contractor, or from any officer, employee, or agent of Contractor, in connection with the award of this Contract or any work to be conducted as a result of this Contract. Violation of this Section shall be a material breach of this Contract entitling CVAG to any and all remedies at law or in equity.
12.2 No member, officer, or employee of CVAG, nor its designees or agents, and no public official who exercises authority over or responsibilities with respect to the subject of this Contract during his /her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or sub -contractor the proceeds thereof, for work to be performed in connection with the services performed under this Contract.
12.3 Contractor covenants that neither it [he [she nor any officer or principal of Contractor's firm has any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of services hereunder. Contractor further covenants that in the performance of this Contract, no person having such interest shall be employed by Contractor as an officer, employee, agent, or sub-contractor.
12.4 In accepting this Contract, Contractor certifies that no member or officer of the firm or corporation is an officer or employee of CVAG.
13. Licenses. Contractor certifies that it is the holder of any necessary California State Contractor's License and authorized to undertake the above work.
14. Books and Records. CVAG, or its authorized auditors or representatives, shall have access to and the right to audit and reproduce any of the Contractor's records to the extent CVAG deems necessary to insure it is receiving all services to which it is entitled under the Contract and /or is paying only the amounts to which Contractor is properly entitled under the Contract or for other purposes relating to the Contract. Contractor shall maintain complete, accurate and clearly identifiable records with respect to costs incurred and services performed under this Contract. Contractor shall make available for inspection by CVAG, or their authorized agents, officers or employees, any and all ledgers and books of account, invoices, vouchers, cancelled checks and other records or documents evidencing or related to expenditures, disbursements, expenses or services performed pursuant to this Contract. The Contractor shall maintain and preserve all such records for a period of at least three (3) years after termination of the Contract. The Contractor shall maintain all such records in the Coachella Valley. If not, the Contractor shall, upon request, promptly deliver the records to CVAG for all reasonable and extra costs incurred in conducting the audit at a location other than at CVAG offices, including but not limited to, such additional (out of the Coachella Valley) expenses for personnel, salaries, private auditors, travel, lodging, meals, and overhead.
15. Amendments. In the event that the parties determine that the provisions of this Contract should be altered, the parties may execute an agreement to add, delete or amend any provision of this Contract. All such agreement amendments must be in the form of a written instrument signed by the original signatories to this Contract, or their successors or designees.
16. Precedence of Documents. In the event that any provision of the Request for Proposals (Exhibit A) or the Contractor's Proposal (Exhibit B) or any attachments thereto, conflict in any way with the provisions set forth in this Contract, the language, terms, and conditions contained in this Contract shall control.
17. Attorney’s Fees. If either party commences an action against the other party arising out of or in connection with this Contract, the prevailing party in such litigation shall be entitled to have and recover, from the losing party, reasonable attorneys' fees and costs of litigation.
18. Terms Conditions and Covenants. The further terms, conditions, and covenants of the Contract are set forth in the Request for Proposals (Exhibit A) and attachments therein, the Contractor's Proposal (Exhibit B) in response thereto, each of which is by this reference made a part hereof.
19. Notices. All notices hereunder and communications with respect to this Contract shall be effective upon mailing thereof by registered or certified mail, return receipt requested, and postage prepaid to the persons and addresses set out below:
If to CVAG: Tom Kirk, Executive Director Coachella Valley Association of Governments 73 -710
Fred Waring Drive, Suite 200 Palm Desert, CA 92260 -2516
If to Contractor: Richard Juge, M&M Sweeping Inc., PO Box 878, Thousand Palms, CA 92276
20. Independent Contractor. In the performance of the services provided under this Contract, Contractor is acting as an independent contractor with the authority to control and direct the performance of the details of the street sweeping services. All personnel necessary for the performance of the services shall be provided by Contractor. Nothing contained in this Contract or in its performance shall be construed to create a relationship of principal and agent, partnership or joint venture as between Contractor and CVAG.
21. Worker's Compensation Certification. By signature below, and in accordance with California Labor Code Section 1861, Contractor makes the following certification:
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
IN WITNESS WHEREOF the parties have executed this Contract as of the date first stated above
COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS, a Joint Powers Authority:
By
Jeff Grubbe, Chair, Executive Committee
By Tom Kirk, Executive Director
CONTRACTOR
By Richard Juge, President
ATTACHMENT #1
REGULAR CURB-MILES
(Sheets Attached)
ATTACHMENT #2
IMPACT CURB-MILES
(Sheets Attached)
ITEM 5F
Staff Report
Subject: Amendment Number One to Right-of-Way Services Agreement with County
of Riverside Economic Development Agency for the CV Link project Contact: Martin Magaña, Director of Transportation ([email protected]) Recommendation: Authorize the Executive Director to execute an amendment to the right of way services agreement with County of Riverside Economic Development Agency (EDA) for an increase in their hourly rate related to the CV Link project and authorize the CVAG Executive Director and/or Legal Counsel to make minor changes/revisions for clarification purposes.
Transportation Committee: Concurs (Meeting of June 1st) Background: In September 2017, the CVAG Executive Committee approved a contract with the County of Riverside’s Economic Development Agency (EDA) to lead the acquisition of property along the CV Link route. Most of the right of way is associated with property that is either owned or controlled by flood control easements by the Coachella Valley Water District (CVWD) or Riverside County Flood Control District & Water Conservation District (RCFC&WCD). Not all the required right of way may be acquired in the conventional manner, such as easements and in-fee. Rather, much of the right of way will most likely involve license agreements or some other form of agreement between CVAG and the flood control agencies. The EDA has extensive experience in acquiring right of way for the County and other jurisdictions. In addition, the EDA provides other professional services including appraisals, escrows, titles, deeds, recording documents, fees, negotiations, and any other services required to fully comply with established policies and procedures for right of way activities. The original contract identified the need to amend the hourly rates based on rates set annually by the Riverside County Board of Supervisors. Since the contract was executed, the Board has approved a rate change for FY 19/20 and in January 2020 approved another one for the upcoming FY 20/21. In order to make the County whole, CVAG is requesting approval of the rate changes to reflect the current rate and the new rate that will take effect for FY 20/21. Fiscal Impact: The original hourly rate of $157.69 per hour includes all County EDA staff working on right of way activities. FY 2018/19 had no changes and the hourly rate remained the same. However, the hourly rate for FY 19/20 changed to $160.63 and the new hourly rate for FY 20/21 will be $168.58. CVAG continues to see this contract as an efficient way to move forward since the County has the experience and staff resources available. Grants and other funding sources have been secured to pay for EDA’s services. Attachments: Amendment Number One
AMENDMENT NUMBER ONE TO THE
AGREEMENT FOR REAL ESTATE SERVICES BETWEEN COUNTY OF RIVERSIDE
AND COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS
FOR THE CV LINK PROJECT
This AMENDMENT NUMBER ONE is made and entered into this 29th day of June, 2020, by and between the County of Riverside, a political subdivision of the State of California ("County"), acting by and through its Economic Development Agency, Real Estate Division ("EDA"), and the Coachella Valley Association of Governments ("CVAG") a joint powers authority (also referred to individually as "Party" and collectively as "Parties").
WHEREAS, CVAG has a need to assess and acquire interests in land as part of their CV Link Project (the "Project");
WHEREAS, EDA is a department of the County that provides real estate services for the various County departments and special districts, and may provide real estate services for other public agencies on a contract basis;
WHEREAS, CVAG desires to enter into this Amendment to engage EDA to continue to provide real estate services for CVAG for the Project;
NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the Parties agree as follows:
Section 3, Compensation, of the original Agreement authorized compensation as follows:
“CVAG shall pay EDA at the current Board approved rate of $157.69 per hour ("Current
Rate") for services performed within Fiscal Year 2017/2018, for the actual number of hours spent pursuing and processing the acquisition of the real property required for the Project. No work shall be undertaken on any specific parcel until authorized pursuant to the procedures set forth in Section 7 of this Agreement. EDA shall submit an invoice on a monthly basis for time spent on the Project, and CVAG shall pay such invoice within thirty (30) days of date of invoice. All invoices shall include actual time spent on Project at the Current Rate, plus any actual costs incurred. Invoices for services provided by EDA shall be presented in a format to be agreed upon by CVAG and EDA. Rates for Fiscal Year
2018/2019 and future years are subject to Board of Supervisors rate approval. Any modification to the approved rate will be adjusted through an amendment to this Agreement.” Summary Original authorized hourly rate obligation $ 157.69 Authorized hourly rate obligation for FY 2019/2020 $ 160.63 Authorized hourly rate obligation for FY 2020/2021 $ 168.58
IN WITNESS WHEREOF, the parties hereto have caused this Amendment Number One to be
executed by their duly authorized representatives on this date:
COUNTY OF RIVERSIDE COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS By: ____________________________ By:_____________________________ Vincent Yzaguirre, Dep. Dir. of Real Estate Tom Kirk, CVAG Executive Director Date: June 29, 2020 Date: June 29, 2020
ITEM 5G
Staff Report
Subject: Amendment Number One to the Reimbursement Agreement for Intersection
Improvements at Washington Street and Fred Waring Drive Contact: Eric Cowle, Transportation Program Manager ([email protected]) Recommendation: Authorize the Executive Director to approve Amendment Number One to the Reimbursement Agreement with the City of La Quinta for a time trigger extension to May 30, 2021 related to the intersection improvements at Washington Street and Fred Waring Drive. Transportation Committee: Concurs (Meeting of June 1st) Background: On November 28, 2017, the cities of La Quinta, Palm Desert and Indian Wells requested regional funding for design and construction of intersection improvements at Washington Street and Fred Waring Drive. The proposed improvements would modify the intersection to achieve a level of service (LOS) E or better during peak hours. As part of the request, a traffic analysis was submitted that justified the improvements. The project would create triple left turn lanes to all segments of the intersection. The northeast and southeast corners of the intersection are in the City of La Quinta. The intersection’s northwest corner is in the City of Palm Desert, and the southwest corner in the City of Indian Wells. The Southwest Church occupies the southwest quadrant of the intersection and is adjacent to the Indian Wells Tennis Garden, which is home to the second largest dedicated tennis stadium in the world. Colonel Mitchell Paige Middle School is located approximately one-quarter mile north of the Washington Street and Fred Waring Drive intersection. At the February 26, 2018 meeting, the CVAG Executive Committee approved a Reimbursement Agreement with the City of La Quinta, which serves as the lead agency. The Reimbursement Agreement contained a time trigger, requiring that construction begin within two years of the Agreement’s execution, which was fully executed at the end of May 2018. The City of La Quinta has requested an extension of the time trigger until May 30, 2021 for construction to begin. With the design plans completed, the extension is needed to allow for additional right of way acquisition. The City’s request letter is attached. The timing of the letter did not allow for this amendment to be presented to CVAG committees before the deadline established in the current reimbursement agreement. CVAG staff recommends extending the time trigger in order to complete this project. The proposed capital improvements will enable the intersection to handle high peak-season traffic demand and reduce unacceptable traffic queues that are currently experienced at the intersection.
Fiscal Analysis: There is no additional funding for the time trigger extension. As described when the agreement was approved in February 2018, the total cost of the proposed improvements is $1,860,745. CVAG’s regional share of the costs is 75%, which would be a not-to-exceed amount of $1,395,555. The remaining 25% local share will be split by the three jurisdictions, with the City of La Quinta at $232,596 (50%), City of Palm Desert at $116,298 (25%) and City of Indian Wells at $116,298 (25%). The City of La Quinta has indicated that additional funding, approximately $15,000, will be required before project completion to acquire the needed right of way. This funding is not being requested at this time. Attachments: 1. Amendment No. 1 2. Letter from City of La Quinta
AMENDMENT NUMBER ONE TO THE REIMBURSEMENT AGREEMENT BETWEEN CVAG AND THE CITY OF LA QUINTA
FOR THEINTERSECTION IMPROVEMENTS AT WASHONGTON STREET AND FRED WARING DRIVE
This AMENDMENT NUMBER ONE is made and entered into this 29th day of June, 2020, by and between the Coachella Valley Association of Governments, a California joint powers agency (CVAG), and the City of La Quinta, and is made with reference to the following background facts and circumstances. All other terms and conditions shall remain the same as stated in the original Agreement for the Intersection Improvements at Washington Street and Fred Waring Drive. This Amendment Number One shall require the Intersection Improvements at Washington Street and Fred Waring Drive to commence construction by May 31, 2021. IN WITNESS WHEREOF, the parties hereto have caused this Amendment Number One to be executed by their duly authorized representatives on this date: COACHELLA VALLEY ASSOCIATION CITY OF LA QUINTA OF GOVERNMENTS By: _______________________________ By: _______________________________
Tom Kirk, CVAG Executive Director Jon McMillen, City Manager
May 26, 2020 Martin Magaña Director of Transportation Coachella Valley Association of Governments 73-710 Fred Waring Drive, Suite 200 Palm Desert, CA 92260 Reference: Agency Reimbursement Agreement by and between CVAG and the
City of La Quinta, together with the City of Palm Desert and Indian Wells, for Operational Improvements at the Intersection of Washington Street and Fred Waring Drive dated February 26, 2018
Subject: Request for Amendment to the Agency Reimbursement Agreement to
Extend the “Time Trigger” by Twelve Months Dear Mr. Magaña, The Cities of La Quinta, Palm Desert and Indian Wells respectfully request CVAG extend the “Time Trigger” within the Joint Agency Reimbursement Agreement by an additional twelve (12) months. The date required for beginning street construction is requested to be extended by twelve (12) months to allow more time to acquire right-of-way. Since the execution of the Reimbursement Agreement, the cities have successfully prepared draft 100% plans and have purchased and acquired the proposed signal poles and mast arms. The right-of-way timeline has been primarily affected by two items: additional time was needed to coordinate with CVAG to establish the additional right-of-way needs for the future regional fiber hub; and additional time is needed to coordinate right-of-way acquisition due to the issues associated with COVID-19 social distancing. It is now anticipated that right-of-way will be cleared by July 2020. Once actual costs are known for the right-of-way needs for the future regional fiber hub, the cities will request that the right-of-way acquired on behalf of CVAG’s Regional Signal Synchronization Project be eligible to be reimbursed at the actual cost.
The City of La Quinta appreciates CVAG’s consideration of this amendment request. Please feel free to contact me at (760) 777-7045 or at [email protected] if you have any questions.
Sincerely,
Bryan McKinney, P.E. Public Works Director/City Engineer
Subject: Amendment No. 7 to the Engineering Design Contract with Alta Planning &
Design for CV Link to Extend the Term with no additional funds. Contact: Martin Magaña, Director of Transportation ([email protected]) Recommendation: Approve Amendment No. 7 for a no-cost extension to the CV Link contract with Alta Planning & Design, ending on September 30, 2020.
Transportation Committee: Concurs (Meeting of June 1st)
Background: On July 18, 2014, the Executive Committee approved a contract with Alta Planning & Design for planning, design and engineering services related to CV Link in an amount of $6,217,000, plus a 10 percent contingency. According to the terms, the contract was set to terminate on December 31, 2017. The contract has been amended by the CVAG Executive Committee several times over the years to address additional design and engineering needs, as well as to extend the terms to June 30, 2020. The most recent amendment occurred in June 2019, when the Executive Committee approved an amendment to Alta’s contract in an amount of $1,415,955 for various tasks including additional survey work, analysis of a low-water crossing and support services to prepare the construction bid documents. Alta has played an integral role in the development of CV Link, and their experience with the project cannot be replicated. The team has extensive expertise in the field of active transportation and has been a resource not only to CVAG but to member jurisdictions as the design is finalized. Alta provided the construction support/ management for the first 2.3-mile section of CV Link between Vista Chino Road in the City of Palm Springs and Ramon Road in the City of Cathedral City. They also were an on-location resource as the City of Palm Springs built approximately one mile of the project along Demuth Park and Tahquitz Creek Golf Course. Alta continues to provide design services. There is still some work to be done on the design for CV Link, but no additional funds are being requested. Alta’s contract is set to expire on June 30, 2020 and there is still funding available to complete certain tasks. CVAG staff is recommending that the contract be extended to September 30, 2020 with no additional funding. This will allow additional time for Alta to complete tasks per their existing contract. CVAG staff may seek additional construction support services from Alta associated with the next phase(s) of the project. The scope and cost of those services would likely be presented for consideration in conjunction with the award of any construction contract.
Fiscal Analysis: The no-cost contract amendment is to extend the term of the contract to September 30, 2020. Approved funds are available to cover any additional work.
Attachment: Contract Extension of Time for Alta Planning & Design.
ALTA PLANNING + DESIGN - CVAG DESIGN AND ENGINEERING SERVICES AGREEMENT
for the CV LINK PROJECT
This AMENDMENT NUMBER SEVEN is made and entered into this 29th day of June, 2020, by and between the Coachella Valley Association of Governments, a California joint powers agency (CVAG), and Alta Planning + Design (Consultant), and is made with reference to the following background facts and circumstances. All other terms and conditions shall remain the same as stated in the original Agreement for the CV Link Project. This Amendment Number Seven authorizes CVAG to extend the contract term to September 30, 2020, with no additional funds. Summary Previously authorized Active Transportation Program federal funds $ 6,217,000 as noted in Revised Executive Committee report 9-29-15 Amendment Number One $ 239,000 Amendment Number Two $ 204,238 Amendment Number Three $ 106,302 Amendment Number Four (Contract Extension Only) $ 0 Amendment Number Five $ 1,260,287 Amendment Number Six $ 1,415,955
Amendment Number Seven (Contract Extension Only) $________0 Current Estimated Design and Engineering Cost for CV Link Project $ 9,442,782
IN WITNESS WHEREOF, the parties hereto have caused this Amendment Number Seven to
be executed by their duly authorized representatives on this date:
COACHELLA VALLEY ASSOCIATION ALTA PLANNING + DESIGN OF GOVERNMENTS By: _______________________________ By: _______________________________
Tom Kirk, CVAG Executive Director George Hudson, Principal Date: June 29, 2020 Date: June 29, 2020
Budget, Salary Schedule, and Allocated Positions Contact: Gary Leong, Deputy Executive Director ([email protected]) Recommendation: Approve Resolution No. 20-004 adopting CVAG’s 2020/2021 Fiscal Year Annual Budget, Salary Schedule, and Allocated Positions. Finance Committee: Approved moving the proposed FY 2020/2021 budget forward to the Executive Committee for review and consideration. (Meeting of May 27th) Background: The Proposed FY 2020/21 Budget is presented for your approval. To date, staff has not received any comments on the FY 2020/21 Budget and as such, no changes were made to the Draft Budget presented to you at the June 1st 2020 meeting. The CVAG FY 2020/2021 budget is available using the following link:
http://www.cvag.org/downloads/admin/exec/CVAG_FY2020-2021_Budget.pdf Fiscal Analysis: Per draft budget presented.
WHEREAS, the 2020/2021 fiscal year annual budget is a balanced budget; and
WHEREAS, the 2020/2021 fiscal year proposed operating budget is a 5.3% decrease from
the 2019/2020 fiscal year operating budget; and
WHEREAS, CVAG is proposing staffing at 18 full time allocated positions in the 2020/2021
fiscal year, and
WHEREAS, no cost of living increase and no merit increases for the current fiscal year is
proposed, as approved by the Administrative/Personnel Committee; and
WHEREAS, no Consumer Price Index increase on the base membership dues for the current
fiscal year is proposed, as approved by the Administrative/Personnel Committee; and
WHEREAS, CVAG maintains a General Reserve of approximately one time operating
expenditures.
NOW THEREFORE BE IT RESOLVED as follows:
1. The General Assembly adopts the 2020/2021 Fiscal Year Annual Budget.
2. The General Assembly adopts the CVAG Salary Schedule.
3. The General Assembly adopts the allocation of CVAG positions.
PASSED AND ADOPTED, by the General Assembly of the Coachella Valley Association of
Governments, County of Riverside, State of California on June 29, 2020.
By:_____________________________ Witnessed By:
Jeff Grubbe, Chair Tom Kirk
CVAG Executive Director
ITEM 6B
Staff Report Subject: Rotation of the Finance Committee members Contact: Gary Leong, Deputy Executive Director ([email protected]) Recommendation: Approve an annual rotation for the Finance Committee membership and, appoint a city manager and an elected official to serve on the Finance Committee Finance Committee: CONCURS (Meeting of February 20, 2020 and May 27, 2020) Background: The CVAG Executive Committee established an Audit Committee on April 30, 2018 that is made up of three city managers and three Executive Committee members. The Audit Committee meets prior to the start of the audit fieldwork and could recommend that the auditors review particular projects, which could rotate from year to year upon the direction from the Audit Committee. The Audit Committee also meets after the audit has been completed to review the reports with the auditors. However, since CVAG no longer has its Technical Advisory Committee, the Audit Committee was tasked with more financial oversight. To reflect these additional responsibilities, the Audit Committee was renamed the Finance Committee. Now that the committee has been in existence for more than two years, CVAG staff sought direction from the Finance Committee on how to select members moving forward. At the Finance Committee meeting on February 20, 2020, the members discussed the issue and recommended that the two longest serving members (1 elected official and 1 city manager) should be rotated on a yearly basis, which means that each member will serve for three years. This will enable the Committee to retain some history of the established goals. The current members of the Finance Committee are:
1) Councilmember Lupe Ramos-Amith, City of Indio 2) Councilmember Richard Balocco, City of Indian Wells 3) Mayor Linda Evans, City of La Quinta 4) Bill Pattison, City of Coachella 5) Chuck Maynard, City of Desert Hot Springs 6) Isaiah Hagerman, City of Rancho Mirage
At the Finance Committee meeting on May 27, 2020, the Finance Committee discussed the rotation among themselves and decided on the following schedule:
FY 2020 - Councilmember Lupe Ramos-Amith and City Manager Bill Pattison FY 2021 – Mayor Linda Evans and City Manager Chuck Maynard FY 2022 – Councilmember Richard Balocco and City Manager Isaiah Hagerman
Staff is now seeking an elected official and a city manager to replace the outgoing members on the CVAG Finance Committee. The term would start on July 1, 2020. In order to ensure regional representation and give additional jurisdictions an opportunity to serve on the Finance Committee, staff is recommending that the two vacant positions be filled from the following jurisdictions:
▪ Blythe ▪ County of Riverside ▪ Cathedral City ▪ Agua Caliente Band of Cahuilla Indians ▪ Palm Desert ▪ Cabazon Band of Mission Indians ▪ Palm Springs ▪ Torres Martinez Desert Cahuilla Indians
Fiscal Analysis: There is no fiscal impact.
ITEM 6C
Staff Report
Subject: CVAG Officer Rotation for FY 2020/2021 Contact: Erica Felci, Governmental Projects Manager ([email protected]) Recommendation: Nominate the representative from the City of Indio to serve as FY 2020/2021 Chair and the representative from the City of Palm Springs to serve as FY 2020/2021 Vice Chair. Background: The CVAG Executive Committee annually provides a nomination for the CVAG officers to the General Assembly, which meets each June. CVAG’s current officers are the representative from the Agua Caliente Band of Cahuilla Indians serving as CVAG Chair and the representative from the City of Indio serving as Vice Chair. In 2019, the CVAG Executive Committee discussed the need for a more formal process of choosing the incoming officers. This led to an update to the CVAG By-Laws, which established a rotation that would elect a member jurisdiction’s representative rather than a specific individual. The rotation established by the 2019 By-Laws change is as follows: Agua Caliente Band of Cahuilla Indians, Indio, Cabazon Band of Mission Indians, Palm Springs, Coachella, Desert Hot Springs, Rancho Mirage, Riverside County’s Fourth Supervisorial District, Blythe, La Quinta, Palm Desert, Cathedral City, Indian Wells, and Riverside County’s Fifth Supervisorial District. New members, such as the Torres Martinez Desert Cahuilla Indians, will be added last in order to the rotation once their Joint Powers Authority addendums are finalized. Under the rotation outlined in the By-Laws, the Cabazon Band of Mission Indians would next be in line for the Vice Chair position. However, the By-Laws also have an attendance clause, stating that “commencing in fiscal year 2020/2021, the jurisdiction next in order to serve as an officer will be passed over and moved to the end of the rotation if its representative or alternative have not attended seventy-five percent or more of the Executive Committee meetings in the previous year.” The Cabazon Band of Mission Indians attended one meeting in the current fiscal year; therefore, do not meet the threshold to be named as Vice Chair. The next jurisdiction in the rotation is the City of Palm Springs, which staff is recommending as the next Vice Chair. Consistent with the By-Laws, the officer recommendations were vetted by members of the Administrative/ Personnel Committee in advance of the June 29 Executive Committee meeting. CVAG staff did not receive any objections to the nomination of the City of Indio for the FY 2020/2021 Chair and the City of Palm Springs for the FY 2020/2021 Vice Chair. CVAG staff will present the Executive Committee’s nomination to the General Assembly when it meets later in the evening on June 29.
Fiscal analysis: There is no additional fiscal impact as CVAG officers receive the same per diem as other members. Attachment: CVAG By-Laws Update as adopted by the 2019 General Assembly
Staff Report Subject: Contract Amendment Number Two for the I-10/Portola Interchange and Initial
Transportation Project Cash Flow Discussion Contact: Jonathan Hoy, P.E. Contract Staff Recommendation: 1) Approve Amendment Number Two to the Reimbursement Agreement with the County
of Riverside and City of Palm Desert for the I-10/Portola Avenue Interchange Project to extend the time trigger for one year to June 29, 2021; and
2) Direct the Executive Director to provide a five-year cashflow projection for approved transportation projects, including potential future obligations, and provide short-term and long-term policy recommendations.
Transportation Committee: Concurs (Meeting of June 1st)
Background: CVAG has received a request to extend the time trigger that is attached to the Interstate 10/ Portola Avenue interchange project. Given the current economic climate that has been caused by the COVID-19 pandemic, CVAG staff is providing background on the project as well as the larger implications on cash flow.
The Portola Avenue Interchange Project was authorized for Project Approval and Environmental Documentation (PAED) funding by CVAG’s Executive Committee in December 2007 as a part of CVAG’s Interchange Preparation Fund. At the same time, a Future Agreement to complete the project through construction was authorized. Initially, the City of Palm Desert was the lead agency for this project. In September 2014, CVAG’s Executive Committee approved Amendment Number One, adding Riverside County to the Agreement as the Lead Agency. The City of Palm Desert is still a party to the agreement for this interchange project. As such, the City is a signature to the current amendment, maintaining a three-party agreement. This amendment is also on the City of Palm Desert City Council agenda for approval on June 25, 2020.
The Reimbursement Agreement with Riverside County contained a time trigger that requires the project to be in construction by June 29, 2020. While the project had initially been scheduled to go to construction in 2019, Riverside County has run into difficulty in obtaining right-of-way from Union Pacific Railroad. While negotiations continue, Riverside County is requesting three additional years to allow enough time to secure the necessary right-of-way and commence construction. The County’s request letter is attached.
While the County has requested an extension of three years, staff is instead recommending an extension of one year. This will allow for a fiscal analysis to be conducted over the summer to evaluate its financial obligations and any anticipated economic impacts to CVAG’s local and regional funding sources.
Staff is also recommending a modification to the reimbursement agreement that would limit the authorized reimbursement to the design and right-of-way phases. It is CVAG practice to authorize reimbursement by project phase. However, in 2008 the reimbursement agreement authorized all phases of work, which included design, right-of-way & construction. At this time, it would be imprudent for CVAG to authorize reimbursement through construction, considering the $38 million cost increase, the potential increase in right-of-way cost associated with Union Pacific & the initial cash flow concerns described herein.
Portola Avenue and other future projects have secured little-to-no outside funding, so the next stages of these projects will have a significant impact on regional and local resources. This is a much different scenario compared to other recently completed interchanges along Interstate 10, which were completed by utilizing more than $182 million in federal and state funding. This outside funding represented 78% of the project cost. Future interchange projects have secured less than 1% of outside funding. A chart highlighting this is below:
There are a number of reasons that the funding outlook is so different than years past. For one, the Coachella Valley interchanges benefited from the federal stimulus funding that came down from Washington after the 2008 recession. Another reason is that, even before COVID-19 hit, the amount of state and federal funding that trickled to the Coachella Valley was much less than in previous cycles. Committee members will recall this issue was raised in September 2019, when discussing the State Transportation Improvement Program (STIP) funds. The statewide estimate for STIP came back lower than expected. Riverside County’s targeted share is $20.8 million, after accounting for Planning, Programming and Monitoring (PPM). That meant only $4.472 million in STIP funding was available for the Coachella Valley for a five-year period from FY2020/21-2024/25.
COVID-19 also will have an impact on future cash flow at CVAG.
On May 13, 2020, the Riverside County Transportation Commission (RCTC) released revised FY 2019/20 and FY 2020/21 revenue projections for Measure A, Local Transportation Fund, and the Transportation Uniform Mitigation Fee (TUMF). Significant reductions are also expected to impact the formula-based city and county local streets and roads (LSR) funds from the state, including the Highway Users Tax Account (HUTA) and the Road Maintenance and Rehabilitation Account (RMRA – from SB1 of 2017).While the reductions in revenue reflect a significant decrease in revenues as a result of the COVID-19 impact, it is anticipated that revenues will continue to
Description Total CVAG(Local) Federal/State Description Total CVAG(Local) Federal/State
Bob Hope/I-10 $52,000,000 $1,495,000 $50,505,000 Monroe/I-10 $114,000,000 $114,000,000 $0
Indian Canyon/I-10 $35,000,000 $9,000,000 $26,000,000 Jackson/I-10 $105,000,000 $105,000,000 $0
decrease in the next fiscal year which may impact regional transportation programs and projects. CVAG staff is working work with RCTC staff and continue to monitor revenues to determine if any required adjustments are needed as impacts of COVID-19 become clearer.
CVAG staff is recommending that, as part of this approval, the Committee direct the Executive Director to provide an analysis of the cash flow implications of Portola Avenue and these upcoming projects. CVAG’s current cost-sharing policy is to cover 75 percent of the costs, with local jurisdictions covering 25 percent. CVAG staff is concerned that, if CVAG funds 75 percent of Portola or other high-cost interchanges, it will significantly impact the cashflow and make it difficult to fund other transportation projects that have been obligated under existing reimbursement agreements. CVAG staff intends to present short-term and long-term policy recommendations as part of this analysis. Fiscal Analysis: Amendment #2 for the Portola Avenue interchange does not have any additional costs associated with it.
The original construction cost estimate for this interchange was $72 million. The new County construction cost estimate tops $103 million, an increase of approximately $31 million. Under CVAG’s current cost-sharing policy, a local jurisdiction pays 25% and CVAG pays 75% of eligible costs. That would put CVAG’s costs at more than $77 million.
The City of Palm Desert deposited $15 million as part of a Bond Proceeds Funding Agreement (April 28, 2014) with CVAG as part of their local match. The $15 million came from the City’s redevelopment funds that may have to otherwise be returned to the state. Per the Bond Funding Agreement, the City is obligated to fund the difference of any increases.
Attachment:
Amendment Letter from County of Riverside Transportation Department
AMENDMENT NUMBER TWO TO THE
REIMBURSEMENT AGREEMENT BETWEEN CVAG AND THE COUNTY OF RIVERSIDE FOR THE
PORTOLA AVENUE INTERCHANGE AT I-10 PROJECT
This AMENDMENT NUMBER TWO is made and entered into this 29th day of June, 2020, by and between the Coachella Valley Association of Governments, a California joint powers agency (CVAG), the City of Palm Desert (City) and the County of Riverside (County), and is made with reference to the following background facts and circumstances. All other terms and conditions shall remain the same as stated in the original Agreement for the Portola Avenue Interchange at I-10 Project. This Amendment Number Two shall authorize reimbursement through design and right-of-way phase only. Reimbursement for construction will require a future amendment. This Amendment Number Two shall require the Portola Avenue Interchange project to commence construction by June 29, 2021. IN WITNESS WHEREOF, the parties hereto have caused this Amendment Number Two to be
executed by their duly authorized representatives on this date:
ATTEST COUNTY OF RIVERSIDE By: __________________________ By: __________________________ Clerk of the Board of Supervisors Chairman of the Board of Supervisors ATTEST CITY OF PALM DESERT By: __________________________ By: __________________________ Laurie Aylaian Gina Nestande City Manager Mayor ATTEST CVAG By: __________________________ By: __________________________ Tom Kirk, Jeff L. Grubbe, Executive Director CVAG Chair
ITEM 7a
Staff Report Subject: Status of I-10 Interchange Projects Contact: Bassam AL-Beitawi, Transportation Engineer ([email protected])
Recommendation: Receive and File. Background: Attached is the latest status report for I-10 interchange projects as of 5/01/2018. Completed
1) Indian Canyon @ I-10 (Mar ‘12) 4) Monterey Avenue Ramp @ I-10 (Apr ’15) 2) Gene Autry/Palm Drive @ I-10 (Mar ’12) 5) Bob Hope/Ramon @ I-10 (Sep ’11) 3) Date Palm Drive @ I-10 (May ’14) 6) Jefferson Street @ I-10
Construction complete. Work on closing out project.
Portola @ I-10 PS&E, ROW. ROW negotiations underway. Estimated construction start 2021. Monroe @ I-10 PAED underway. Jackson @ I-10 PAED underway. Ave 50 @ I-10 PS&E contract underway. Dillon Road @ I-10 @ SR86 PAED underway. Golf Center Parkway @ I-10 PSR on hold. FISCAL ANALYSIS: Funding for all the interchange projects has been budgeted for through the project phase indicated and secured through various funding sources so there is no additional fiscal impact.
PEng=Preliminary Engineering; Env=Environmental; PSE=Plans, Specifications and Estimate; ROW=Right of Way; CON=Construction
COACHELLA VALLEY ASSOCIATION OF GOVERNMENTSRegional Arterial Program - Project Status Report
6/18/2020ITEM 7b
Lead CVAG Funded Project Description Agency Design CON Through Status
Bike/Pedestrian Safety ProjectsPalm Drive Signals and Lighting DHS Construction First Phase under construction. Balance pending ATP grant results.
Palm Canyon Intersection Pedestrian Enhancements PS Construction Construction underway.
S. Palm Canyon, E. Palm Canyon Improvements PS Construction Consturction underway
Indian Canyon Intersection Pedestrian Enhancements PS Construction Substantially complete. Punch list items
Date Palm Sidewalk Gaps CC Construction Contract awarded. Awaiting long-lead items.
Calhoun Street Improvements Indio Construction Under construction.
Vista Chino Signals PS Construction Substantially complete. Punch list items
Dinah Shore Mid-Block Crossing CC Construction Contract awarded. Awaiting long-lead items.
Palm Canyon Crosswalks PS Construction Project completed.
Avenue 48 Bicycle Lanes Indio Construction Construction (striping) in March 2020, folded into ATP - Arts & Music Line
COR-County of Riverside; RM-Rancho Mirage; IW-Indian Wells; PD-Palm Desert, PS-Palm Springs; CC-Cathedral City; COA-Coachella; LQ-La Quinta; DHS-Desert Hot Springs
Lead GrantProject Description Agency Design App Status
CV Link CVAG
Signal Synchronization CVAG
ATP - Arts & Music Line CVAG
ATP - DHS CV Link Extension DHS
ATP - Cathedral City Downtown Connectors CC
Under design. Working on public outreach, traffic study, prelim application work.
Under design. Reimbursement Agreement approved 2/18/20. ATP Cycle 5 grant application is being prepared
Under design. ATP Cycle 5 Grant Application is being prepared.
COACHELLA VALLEY ASSOCIATION OF GOVERNMENTSBicycle/Pedestrian Safety Program - Project Status Report
6/18/2020
CM under contract 1/27/20. Preconstruction work underway. Estimated construction by June 2020.
Pilot project initiated. Work on PSE. Work on RFA.
ITEM 7c
ITEM 7d
Special Mtg
CVAG JURISDICTION JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY(JUN) JUNBlythe - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Cathedral City - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Coachella - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Desert Hot Springs - - - - ✓ ✓ ✓ ✓ * ✓
Indian Wells - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Indio - - ✓ - - ✓ ✓ ✓ ✓ * ✓
La Quinta - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Palm Desert - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Palm Springs - - ✓ - - ✓ ✓ ✓ ✓ * ✓
Rancho Mirage - - ✓ - - ✓ * ✓
Riverside County - - ✓✓ - - ✓✓ ✓✓ ✓✓✓ * ✓✓
Agua Caliente Band of Cahuilla Indians - - - - ✓ ✓ ✓ * ✓
Cabazon Band of Mission Indians - - - - ✓ *
Absent
No Meeting *
Scheduled Dark Month -
2019/2020 EXECUTIVE COMMITTEE ATTENDANCE ROSTER
ITEM 7e
Staff Report
Subject: Signal Synchronization Pilot Project Contact: Eric Cowle, Transportation Program Manager ([email protected]) Recommendation: Information Background: The development of a valley-wide signal synchronization program has been a longstanding goal of CVAG. During the July 15, 2019 meeting, the Transportation Committee discussed the merits of a change in the design approach. Instead of assuming that the two controller vendors currently deployed throughout the Coachella Valley would remain in place, the signal synchronization project would develop a performance-based standard for the valley’s specific needs that would result in one controller being implemented for the entire region. A key benefit to selecting one performance-based standard is that the project could be expanded to include the new controllers in all signalized intersections in the Coachella Valley. By replacing all the controllers within Phase I and II construction, cities will not be left with “legacy systems” to operate on top of the new regional synchronization project. In developing the performance-based standard, CVAG worked with member jurisdictions to consider the following: • The ability for all components of the network to be able to communicate with each other
in real time, including the latest federal standards with respect to controller software applications;
• The desire to utilize off-the-shelf hardware and software and eliminate the need for expensive, customized software; and
• The proven ability for the controller to run multiple transportation applications concurrently. The Executive Committee reviewed and approved this one-controller approach during their December 2019 meeting. The Executive Committee also supported a recommendation that came out of the Transportation Technical Advisory Subcommittee (TTAS) to complete a pilot project prior to start of construction. This would present an opportunity to demonstrate the new technologies and validate the performance of traffic signal controllers that reflect the proposed new performance-based standard paired with the corresponding software. TTAS also had recommended that the pilot be completed prior to distributing the project’s plans and specifications to the cities for approval. CVAG staff met with FHWA and Caltrans staff in December 2019 to seek guidance on the pilot project. Jesse Glazier of FHWA suggested that such a pilot project should not be conducted by the project’s construction contractor, and that the pilot project should take place outside of the actual project’s construction. FHWA also pointed out that federal regulations changed in 2019 to
allow for individual technology manufacturers to be identified in the bid package for federally funded ITS projects. Working with Advantec, the engineering consultant for the regional signal synchronization project, CVAG set up an agreement to purchase the necessary equipment with local funds for the pilot project and have a third-party install the equipment and software in three cities: Palm Springs, Cathedral City and La Quinta. One additional communication link was established with a signalized intersection (Ramon Road and Da Vall Drive) that is shared by the cities of Cathedral City and Rancho Mirage. Installation of the 10 advanced traffic controllers (ATCs) in the three cities took place over a two-week period in March 2020 prior to morning peak hour traffic, typically between the hours of 5 a.m. and 7 a.m. Field installation of the traffic controllers went very well. The pilot project also involved installation of the Advanced Transportation Management System (ATMS) software at the City Halls in the three pilot project cities and the Regional ATMS software and the Smart Transportation Management Platform software (STMP) at CVAG’s Palm Desert office. This process was more difficult to complete. As the pilot project was not connecting via fiber optic cable — which will be installed as part of the construction of the actual project — a public wireless cellular account had to be established to allow for communication between the field equipment, the cities, CVAG and ADVANTEC. The wireless connection still had to come into the cities’/CVAG networks through their server and behind their firewalls. This turned out to be complicated and a bit different for each location. But overall, the process went well. “Burning-in” the 10 new controllers proved to be a challenge due mostly to the new COVID-19 working conditions. Some IT staff were on vacation, and others were working from home. The public cellular lines were overloaded and keeping all the new controllers live to view with the software was a challenge. CVAG staff appreciates everyone’s perseverance and dedication to moving forward with the pilot project. The pilot project was successfully completed, and the final report was shared with TTAS when it met on May 27, 2020. After listening to a staff presentation and seeing a demonstration of the pilot from the City of La Quinta, TTAS unanimously to accept the results of the pilot project, as well as supported the release the project design plans, specifications and estimates (PS&E) to jurisdictions for their review. The City of Indian Wells abstained. TTAS also voted to identify the specific manufacturer, Intelight/Q-free, in the CVAG Signal Synchronization Project bid package for the traffic signal controller and software platform. This vote passed with the City of Indian Wells voting no and the City of Palm Desert abstaining. Without a full consensus from TTAS, CVAG will NOT identify a sole-source manufacturer for the traffic controller/software platform in the contract bid document. CVAG will instead utilize performance-based requirements with the specifications for the traffic controller/software platform. These performance-based requirements were developed over the past year and were tested in the pilot project mentioned above. A bidder would be allowed to include any traffic controller/software platform meeting these requirements. Additional steps are underway as the project nears construction of its first phase. CVAG is awaiting formal comments from FHWA, which were not received by the issuing of this staff report. The third-party review will be completed by the end of May 2020. Once these items are completed, CVAG staff anticipates reporting back to the Transportation Committee this summer to provide a comprehensive update on all the steps taken, as well as to seek direction on how to format the
project’s bid package with respect to the traffic signal controller and corresponding software platform. Fiscal Analysis: The total cost of procuring the hardware and software along with the installation in the three cities cost under $50,000, within the Executive Director’s signature authority for this project. Attachment: Summary report on the signal synchronization pilot project
Subject: Update on the Western Coachella Valley Flooding and Blowsand Risk
Assessment Contact: Bassam AL-Beitawi, Transportation Engineer ([email protected]) Recommendation: Information Background: On September 30, 2019, the CVAG Executive Committee authorized the Executive Director to execute a contract with Michael Baker International (MBI) for the Western Coachella Valley Flooding and Blowsand Risk Assessment. The project was launched earlier in the year in response to the record-setting rainfall of February 14, 2019. Too often, storms and major wind events force the closures of regional roadways, sometimes for weeks at a time. While CVAG has a Transportation Project Priority Study (TPPS) that lists transportation projects to be funded, there are high costs associated with some of these projects such as bridges, which are direly needed to cross waterways safely and save travel time. The Executive Committee approved the Assessment in order to develop near-term solutions, with more reasonable costs, that address flooding and blowsand events in the western Coachella Valley. CVAG and MBI held a kick-off meeting on November 26, 2019. Additional meetings were held with staff from the cities of Desert Hot Springs, Palm Springs, Cathedral City, and the County Flood Control District to introduce their project team, receive direct feedback to each city and the county specific concerns, and to obtain data, documents, and information for each study location within each city and the county. Based on the feedback, the study is focused on the following areas: Dillon Road, Little Morongo Road, Two Bunch Palms Trail, Indian Canyon Drive, Gene Autry Trail, Date Palm Drive, Los Gatos Road, and Varner Road. MBI is following a site-specific, four-phased approach in its study. The first two phases, including technical studies and analyzing the existing conditions, have been completed. MBI is now in the process of developing and evaluating alternative concepts. The risk assessment study, along with recommended design approaches, is scheduled to be concluded by the end of August. However, due to challenges scheduling meetings during the COVID-19 pandemic, the completion date might be extended an additional few weeks. CVAG staff anticipates presenting the plan and the proposed solutions to CVAG committees in the fall. Fiscal Analysis: The contract for MBI is for a not-to-exceed amount of $262,493. There are no additional costs associated with extending the original completion deadline by a few weeks.
EXECUTIVE COMMITTEE
Last Monday
4:30 p.m. - - 28 - H
Dec 7 - 25 22 - 26 H
June 7 28
TRANSPORTATION COMMITTEE
1st Monday
10:00 a.m. - - H Aug 31
- 2 - 4 1 - 5 3 7
TRANSPORTATION TECHNICAL
ADVISORY SUB-COMMITTEE
4th Monday
10:00 a.m. - - 28 - 23 - 25 22 - 26 24 28
TECHNICAL PLANNING
SUB-COMMITTEE
3rd Tuesday
(Modified)
11:00 a.m. - - 15 - 17 - - 16 - - 18 -
COACHELLA VALLEY
CONSERVATION COMMISSION
2nd Thursday
11:00 a.m. - - 10 - 12 - 14 11 - 8 13 10
DESERT COMMUNITY ENERGY
3rd Monday
2:30 p.m. 20 17 21 19 16 - H
Jan 11 H
Feb 8 15 19 17
21
ENERGY AND ENVIRONMENTAL
RESOURCES COMMITTEE
2nd Thursday
12:00 noon - - 10 - 12 - 14 11 - 8 13 10
SOLID WASTE AND RECYCLING TECHNICAL WORKING GROUP
2nd Monday
(Quarterly)
3:00 p.m. - - - 12 - - - - - 12 - -
PUBLIC SAFETY COMMITTEE
2nd Monday
9:00 a.m. *TBD - 14 - 9 - 11 8 - - 10 14
HOMELESSNESS COMMITTEE
3rd
Wednesday
10:00 a.m. 15 - 16 - 18 - 20 17 - 21 19 16
GENERAL ASSEMBLY
Last Monday
in June
6:00 p.m. - - - - - - - - - - - 28
H = Holiday * = Special Meeting AGENDAS CAN BE FOUND AT: www.cvag.org. UPDATED: June 18, 2020
PLEASE NOTE: When it becomes necessary to have a special meeting or to change the date of a meeting, committee members will be alerted and the change will be noted on the CVAG website calendar.
