Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Consider approval of a professional services agreement with GHD to provide design services for the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project
Date: December 13, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution approving a professional services agreement with GHD to provide design services for the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project and authorize the City Manager to execute the agreement and any needed amendments and to apply for State roadway grant(s) for the subject project
Background
In June 2021, the City responded to the Sonoma County Transportation Authority’s (SCTA) solicitation of five highest priority roadway projects for including in the SCTA Funding Program.
The Funding Program is to capitalize on funding opportunities coming up in the next 6- 12 months for funding for Federal and State fiscal years of 2022-23 through 2026-27. The City’s list includes a grant of $946,000 for the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project from the 2020 SB1 Local Partnership Program Formulaic Funds.
Analysis/Discussion
Redwood Drive and Cypress Avenue Pavement Rehabilitation Project (Project) consists of slurry seal and full depth reclamation of the full length of Redwood Drive within City limits (from Hwy 116 to Copeland Creek) and full depth reclamation of Cypress Avenue from West Sierra Avenue to City limits just past McKinnon Court. The City’s Adopted Capital Plan includes the Project and the City’s current Fiscal Year’s adopted budget included an estimated $249,000 for design, $114,000 from The General Fund supported by Measure S and $135,000 from State Gas Tax Special Revenue Funds.
SCTA is programming the City’s Project for construction in the current Fiscal Year 22/23, and funds must be allocated no later than the May or June 2023 California Transportation Commission (CTC) meetings. Therefore, the City has prepared an application for the Formulaic Program and will need to complete environmental clearance, final design, and right of way prior to seeking an allocation of funds from CTC. SCTA is reviewing and coordinating the City’s submittal of the formulaic application to CTC.
The City received word of the planned LPP funding for its project from SCTA at the September 22, 2022, Technical Advisory meeting. The LPP grant amount is $946,000 which is slightly less than the $1 million requested by the City in the call for projects. After becoming aware of the funding opportunity, City Staff has moved quickly to secure a consultant to prepare the design with completion in early May 2023. A request for proposals was conducted and GHD was selected as the most qualified to perform the design of the Project. Staff requested and GHD provided the attached letter proposal. Staff has reviewed the proposal and finds it to be fair and reasonable and recommends it for approval. If approved, the design would begin in early January with final design completed in early May 2023. Construction could begin following CTC allocation at its June meeting.
Financial Considerations
The City’s FY22/23 Adopted Budget includes the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project with a budget of $249,000 and a total project cost of $3.7 million. GHD’s proposal is for an amount of $323,880, and with a contingency of $29,120 or approximately nine percent. City Staff is requesting authorization for a budget amendment of an additional $104,000, from unappropriated General Fund balance to the Project account for a total project not to exceed amount of $353,000.
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
Attachments:
Redwood & Cypress Project Proposed Scope of Work (PDF)