CITY COUNCIL STAFF REPORT
November 5, 2024 {{section.number}}f
ADELLA AND YNEZ UNDERGROUNDING PROJECT: ACCEPT THE SDGE COST ESTIMATE OF $990,760 FOR THE SDGE PORTION OF UNDERGROUNDING OF OVERHEAD FACILITIES; AND AUTHORIZE THE CITY MANAGER TO ENTER INTO AGREEMENTS WITH
UTILITY PROVIDERS
RECOMMENDATION:
1. Find the proposed undergrounding of overhead facilities on Adella Lane and Ynez Place exempt from CEQA pursuant to State CEQA Guidelines section 15302; accept the SDGE cost estimate of $990,760 for the SDGE portion of undergrounding of overhead facilities; authorize the City Manager to enter into an agreement with SDGE and provide a deposit in said amount; initiate joint trench offers with AT&T and Charter Communications; enter into agreements with AT&T and Charter Communications including any fees/deposits; all in a form as approved by the City Attorney.
2. Authorize the City Manager to enter into any other agreements and to provide any other deposits/fees as required to continue the project all within the project budget.
BACKGROUND:
On April 4, 2023, the City Council approved a Task Order in the amount of $156,550 for engineering services to Michael Baker International, Inc. (MBI). This included the preparation of plans, specifications, and associated tasks for the undergrounding of overhead utilities.
At that time staff identified the following outstanding tasks to complete the project:
• Update residents on project status, create Project Coronado project webpage. • Coordinate field meetings with SDGE, AT&T and Charter to finalize designs. • Coordinate with residents who still require private property undergrounding and/or have reimbursement agreements with the City.
• Submit draft construction schedule to SDGE so they can begin a 10-12 week bid process for the cabling portion of the project.
• Review draft agreements (Joint Trench Offers) required between City/SDGE/AT&T/Charter and obtain City Council approval. • Finalize plans, specifications, cost estimate and construction schedule. • Obtain City Council approval to advertise project.
• Obtain City Council approval to reimburse SDGE for cabling portion of project. • Advertise project, receive bids, then obtain City Council approval for funding and award of construction contract.
ANALYSIS:
Since the last Council action on the project the following tasks have been completed:
• Multiple field and virtual meetings have occurred to address MBI/staff comments on the initial SDGE design.
• SDGE redesigned the project due to the construction of a new waterline by California American Water.
• MBI/staff have approved the revised SDGE design. AT&T and Charter have given preliminary approval, final approval is expected shortly. • Potholing to locate potential conflicts has been completed.
Tasks as part of this Council request:
• Find the project exempt from CEQA. Final designs are included in Attachment 1. • Approve the cost estimate (Attachment 2) to reimburse SDGE for cabling and pole removal portion of project.
• Authorize the City Manager to:
o Enter into an agreement with SDGE (Attachment 3)
o Issue Joint Trench Offer letters to AT&T and Charter (Attachment 4) o Enter into agreements with AT&T (Attachment 5) and Charter o Enter into any other unknown agreements that may arise Should the City Council approve the staff recommendation, the following tasks would be initiated as feasible while the agreements are in process:
• Coordinate with residents who still require private property undergrounding and/or have reimbursement agreements with the City.
• Update residents on project status and create a Project Coronado project webpage. • Submit a draft construction schedule to SDGE so they can begin the bid process for the cabling portion of the project.
• Finalize plans, specifications, cost estimate and construction schedule.
Once all the above are complete staff would return to the City Council to:
• Advertise project, receive bids, then obtain City Council approval for any additional funding and award of construction contracts.
Staff anticipates a construction start of late Summer/early Fall of 2025.
FISCAL IMPACT:
The project has expended $135,029, with an encumbrance of $54,261, and remaining project budget of $2,060,708. No additional funds are being requested at this time.
ALTERNATIVE:
The City Council could elect to not proceed with the agreements or provide additional direction.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Find that the proposed undergrounding of overhead facilities on Adella Lane and Ynez Place exempt from CEQA pursuant to State CEQA Guidelines section 15302.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. SDGE Final Design Plans
2. SDGE Cost Estimate
3. SDGE Draft Agreement
4. SDGE Notice of Joint Trench Offer
5. AT&T Draft Agreement with City Suggested Edits
Submitted By: Public Services and Engineering Department / Leon Firsht