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Staff Report
City Council
Item No. 3.D
Meeting Date: November 30, 2022
From: John Corella, Director of Engineering/Public Works Title: Approval of Subcontractor Services Agreement with the Agua Caliente Band of Cahuilla Indians regarding the Date Palm Drive Pavement Rehabilitation Project
City Council
RECOMMENDATION:
To authorize the City Manager to execute the attached Subcontractor Services Agreement with the Agua Caliente Band of Cahuilla Indians (ACBCI) regarding the Date Palm Drive Pavement Rehabilitation Project.
BACKGROUND:
The Agua Caliente Band of Cahuilla Indians (ACBCI) has historically contributed toward roadway projects within Cathedral City. Most recently in August 2019, an Intergovernmental Memorandum of Understanding (MOU) between the City and the ACBCI established the use of Tribal Transportation Program (TPP) funds for the design, construction, and maintenance of public roads classified as Tribal Reservation Roads.
Under the MOU, the Tribe will provide up to $5.0 million over a 10 year-period toward road construction projects.
At the Council Meeting on November 9, 2022, the City Council approved the design and preparation of bid ready construction documents for the Date Palm Drive Pavement Rehabilitation Project No. C08840 (Project) in the amount of $251,443 to be funded with available Maintenance of Effort (MOE) Funds, leaving the $5.0 Million in ACBCI committed TTP Funds available for the construction of the Project.
DISCUSSION:
The Engineering Staff has identified the roadway segment between Ramon Road and Gerald Ford Drive along Date Palm Drive as an area in need of design and construction in addition to the construction of concrete approach lanes at the intersection of Date Palm and 30th Avenue. The estimated schedule for the project is:
Design Phase April 2023
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Project Bid May 2023
Contract Award July 2023
Construction Start August 2023
Construction End October 2023
Project Close-Out December 2023
Date Palm Drive is classified as a Tribal Reservation Road and therefore, the proposed Project is eligible for the TPP funding. In furtherance of the MOU signed on August 2019, a Subcontractor Services Agreement (SSA) identifying the scope of work, procedures, terms, and termination date, is required between the City and ACBCI for the allocation, use, and reimbursement of the TPP funds. This SSA has a termination date of September 30, 2025.
City Staff is requesting City Council authorize the City Manager to execute the attached SSA with the ACBCI regarding the Tribal Transportation Funding for the Project.
FISCAL IMPACT:
There is no cost associated with executing this SSA as it identifies the reimbursement procedures for the Project. The City Council will be presented the Project Bid amount at a meeting in the summer of 2023.
Background: The City Council approved $251,442.75 on November 9, 2022 for the engineering design of the Project. This amount is funded with available FY 2022/23 Engineering Professional and Services 100-8601 Funds. The full $5 Mil available from the TTP Funds will be use maximize the construction of the Project.
ATTACHMENTS:
ACBCI Funded Project Location Exhibit
Fully Executed Intergovernmental General TTP MOU_Agua Caliente and Cathedral City Date Palm Drive Pavement Rehabilitation Project TPP Subcontractor Services Agreement