Staff Report
City Council
Item No. 6.D
Meeting Date: August 13, 2025
From: John A. Corella, Director of Public Works
Title: Award of a Professional Services Agreement to HR Green Pacific, Inc. for the Design of the Tropical Storm Hilary: Date Palm Drive Pavement Reconstruction Project City Project No. C08684.
RECOMMENDATION:
To approve a Professional Services Agreement with HR Green Pacific, Inc. to prepare the plans, specifications, estimate, right of way and environmental documents for the Tropical Storm Hilary: Date Palm Drive Pavement Reconstruction project, city project No. C08684, in the not to exceed amount of $345,303.34; authorize a 10% design contingency in the amount of $34,696.66 for unforeseen design related expenses, thereby bringing the total project cost to $380,000; and authorize the City Manager to execute the agreement.
BACKGROUND:
Date Palm Drive serves as a vital economic and transportation corridor for the City of Cathedral City. Heavily used by residents, businesses, and travelers, it supports commercial activity, residential access, and regional traffic circulation. The corridor links to major arterial roads in neighboring communities and provides direct connections to both the I-10 freeway and East Palm Canyon Drive.
On August 20, 2023, Tropical Storm Hilary brought heavy rainfall that caused widespread mud and debris deposits across both public and private properties in the northeastern portion of Cathedral City's Panorama Park neighborhood.
As a result of flooding and roadway blockages, Date Palm Drive was closed from Vista Chino to 30 th Avenue. The accumulation of sediment, combined with the operation of heavy equipment during cleanup efforts, led to pavement deterioration beyond what is typically expected from normal traffic or previous flood events.
In September 2023, city staff conducted a Pavement Condition Index (PCI) survey along Date Palm Drive, between Vista Chino and Los Gatos Road, to assess roadway damage resulting from the tropical storm event on August 20, 2023. The findings were compared to PCI ratings recorded prior to the storm. The comparison revealed a significant decline in pavement conditions:
Roadway Start Point End Point PCI before
8/20/2023
PCI after
8/20/2023 Difference
Vista Chino Adelina Road 46 23 -23
Date Palm Drive
Adelina Road Los Gatos Road 51 18 -33
The current PCI ratings for the affected roadway segment between Vista Chino and Los Gatos Road have declined to an average of 14, which is classified as “very poor” condition, indicating the critical condition of the roadway and requiring full roadway reconstruction.
A summary of current PCI ratings is provided below:
Roadway Start Point End Point PCI
Vista Chino Adelina Road 11
Adelina Road Los Gatos Road 17Date Palm Drive
Average 14
Date Palm Drive is designated as a federal-aid principal arterial highway by the Federal Highway Administration (FHWA).
In response to damage caused by Tropical Storm Hilary, the city prepared and submitted a damage assessment form (DAF) to the California Department of Transportation (Caltrans), which administers funding from the FHWA Emergency Relief (ER) program, to request support for roadway restoration.
On June 6, 2024, Caltrans approved the city’s request to utilize emergency repair funds for both the preliminary engineering (including design and environmental and right of way documents) and construction phases of the Date Palm Drive project. The total estimated project cost approved is in the amount of $3,016,940.00. Under the Federal Highway Administration’s ER Program, 88.53% ($2,670,896.98) of the project costs will be covered by federal funds, with the remaining 11.47% ($346,043.02) provided through a local match from the city.
The proposed scope of work for the FHWA eligible impacted road segment (the area impacted by Tropical Storm Hilary) includes the removal and replacement of the existing asphalt pavement on Date Palm Drive between Vista Chino Drive and 250 feet south of Los Gatos Road. In addition, the project will incorporate the design and construction of mitigation measures aimed at reducing and/or eliminating future storm-related roadway damage and traffic impediments at the intersection of Date Palm Drive and Los Gatos Road.
On August 9, 2024, Caltrans assigned a federal project number for the Date Palm Drive project and approved the authorization/agreement summary (E-76) funding the preliminary engineering phase of the project for a total amount of $240,000.00, allocating $212,472.00 from the ER program funds.
To maximize efficiency and cost savings, city staff elected to increase the design limits beyond the FHWA-funded segment, extending the project from 250 feet south of Los Gatos Road to 30th Avenue. This approach is further supported by the City’s Pavement Management Program, which identified the extended segment as a priority based on current
pavement conditions. The PCI for the added roadway segments averages 42, which is classified as “poor” condition and indicates the need for pavement rehabilitation. The PCI ratings for the individual segments are shown below:
Roadway Start Point End Point PCI
Los Gatos Road Tachevah Drive 40
Tachevah Drive Tortuga Road 41
Tortuga Road 30th Avenue 43Date Palm Drive
Average 42
Although this project extension is not eligible for FHWA funding, its inclusion will streamline the overall design process and eliminate the need for separate contracts for design and construction. This strategic decision aligns with the city’s commitment to improving roadway resilience and infrastructure sustainability.
DISCUSSION:
With Caltrans funding authorization, project limits defined, and the scope of work established, city staff initiated the process of selecting a qualified consultant by issuing a request for qualifications and proposals (RFQ/P).
City staff solicited RFQ/P proposals for the preparation of plans, specifications, estimates, right-of-way and environmental documents for the project.
The RFQ/P was publicly advertised in The Desert Sun on March 20 and March 27, 2025, and was posted on the city’s website from March 20 through April 17, 2025. The submission deadline for proposals was April 17, 2025.
Within the RFQ/P, engineering consultants specializing in this type of work were invited to submit statements of qualification demonstrating their expertise in similar infrastructure projects. Additionally, cost proposals were required to be submitted in a separate sealed envelope in accordance with state and federal proposal submission requirements.
By the submission deadline, the city received three (3) proposals from the following consultant companies:
HR Green Pacific, Inc. Palm Desert, CA
TKE Engineering, Inc. Palm Desert, CA
NCE Anaheim, CA
An evaluation panel, consisting of two members from the city’s Public Works division, one representative from the Building and Safety department, and one of the city’s on-call federal/state funded projects support consultants, reviewed and scored the proposals. The evaluation criteria included responsiveness, consultant qualifications, and demonstrated understanding of the project scope.
Based on the panel’s evaluations, attached to this report, HR Green Pacific, Inc. (HR Green), was identified as the most qualified consultant to perform the required services.
City staff subsequently reviewed HR Green’s proposal and requested clarification on specific scope of work items, along with a revised cost estimate. In response, HR Green submitted an updated scope and a detailed cost breakdown.
After thorough review, staff determined that the revised cost proposal is within industry standards. The FHWA-funded segment aligns with the budget allocated through the ER program and the cost for the extended segment is consistent with the project’s valuation. A summary table of the proposal evaluations and rankings is included with this report.
As with all federally or state-funded projects, Caltrans requires a right of way (R/W) certification to ensure that all necessary property rights have been secured, any obstructions have been resolved, and all acquisition activities comply with state and federal laws before the project can be approved for construction.
As part of their contracted scope of work, HR Green will prepare construction plans and determine the precise R/W needs for the project. Once this information is finalized, staff will return to the City Council to present a detailed estimate and seek formal approval for the necessary R/W acquisitions.
City staff recommend that the City Council approve a professional services agreement with HR Green Pacific, Inc. to prepare the plans, specifications, estimate, right of way and environmental documents for the Tropical Storm Hilary: Date Palm Drive Pavement Reconstruction project, city project No. C08684, in the not to exceed amount of $345,303.34; authorize a 10% design contingency in the amount of $34,696.66 for unforeseen design related expenses, thereby bringing the total project cost to $380,000; and authorize the City Manager to execute the agreement.
FISCAL IMPACT:
ORIGINAL BUDGET:
The project is listed in the FY 2025-26 and FY 2026-27 Capital Improvement Program with an estimated total programmed budget amount of $283,500.00 as shown below:
Emergency Relief Fund (FHWA) $212,472.00
General Fund (MOE) $71,028.00
Estimated Total Programmed Budget $283,500.00
RFQ/P PROPOSED COST:
HR Green’s cost proposal for the preliminary engineering of the Tropical Storm Hilary: Date Palm Drive Pavement Reconstruction project (CIP C08684) is in the amount of $345,303.34.
Additionally, city staff propose to include a 10% contingency in the amount of $34,696.66 for unforeseen design-related expenses, thereby bringing the total design cost to $380,000.00.
HR Green Cost Proposal $345,303.34
Contingency (10%) $ 34,696.66
Total Design Cost $380,000.00
REQUEST FOR ADDITIONAL BUDGET FUNDING:
Available MOE monies in the amount of $96,500.00 from the General Fund will be allocated to make up the difference between the total design cost and the estimated total programmed budget as outlined below.
Total Design Cost $380,000.00
Estimated Total Programmed Budget $283,500.00
Additional MOE Required $ 96,500.00
The Preliminary Engineering (PE) for the Tropical Storm Hilary: Date Palm Drive Pavement Reconstruction project (CIP C08684) is proposed be funded with Capital Improvement Program funds (Fund 331) in the amount of $212,472.00 (FHWA-ER Program funds), and General Fund MOE (Fund 100) in the amount of $167,528.00, as shown below.
FISCAL
YEAR DESCRIPTION
GENERAL
LEDGER
ACCOUNT
CODES
PROJECT CODE AMOUNT
ONE TIME
or
ONGOING
2025-26 ER Program
Funds (FHWA)
331-100-150-
156-8600-8601 C08684 $212,472.00 One Time
2025-26 General Fund
(MOE)
100-100-150-
156-8600-8601 C08684 $167,528.00 One Time
2025-26 Total $380,000.00
FIVE-YEAR STRATEGIC PLAN:
Goal B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
1. Project Vicinity Map
2. Proposal Evaluation and Ranking
3. HR Green Pacific, Inc. Professional Services Agreement