Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approve Design Agreement for the 2024 Street Improvements Project Date: July 25, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council approve by motion a professional services agreement with Harris and Associates for the design of the 2024 Street Improvements Project and authorize the City Manager to execute the professional services agreement and any needed amendments up to an amount not to exceed $56,000.
Background
This item is to seek Council approval of a design contract for completion of a street rehabilitation construction project Fall of 2023. The Project follows the recommendations of the City’s Pavement Management Program and is consistent with its recently adopted Annual and MultiYear Capital Plans. The City is committed to investing in its roadway infrastructure and the investment includes both higher cost rebuilding streets in poor condition as well as lower cost slurry (i.e. street preservation) of streets in good condition. Every summer for the past several years, the City has completed street pavement preservation and rehabilitation projects and has significantly improved the overall condition of its streets.
Analysis/Discussion
In April 2022, the City Engineering Division issued a request for qualifications and received proposals from sixteen engineering firms. After evaluating the proposals, City Staff determined Harris and Associates to be the most qualified for the 2024 Street Improvements Project. The City requested, and Harris and Associates has provided, a proposal to prepare construction plans and specifications and bidding services for the City to contract with a construction company for construction in the Fall of 2023. City Staff have reviewed the proposal and find it to be fair and reasonable. The streets identified for preservation treatments this Fall are informed by the recently completed Pavement Management Plan (PMP). This program is the start of a zone rotation for street maintenance, with the initial focus on Zone 3. This specifically includes the streets indicated in the following figures:
The streets included in this design were designed and intended for construction this past spring/summer, however, higher than anticipated construction cost estimates resulted in Staff removing these streets from the construction bid scope so the past spring/summer’s project would be within the budgeted amount. Therefore, the proposed design fee is less than what is needed for full design as it reflects a reduced effort in repackaging the construction plans and specifications and providing bid services. The City is to use its standard Professional Services Agreement for these services.
The Project is scheduled to be advertised for bids in August with construction to start in late September and extend into October.
Financial Considerations
The City’s adopted FY23/24 Annual Budget includes $601,000 for design, construction and Construction Management. The proposal from Harris and Associates is $52,270, which is accounted for in the total Project estimated cost and, therefore, no budget amendment is needed for the action of approving the design contract. However, Staff is requesting a total not to exceed design budget of $56,000, for any needed amendments to the design agreement. The total Project funding is to come from the City’s General Fund, Capital Outlay Funds, and SB1 funds for FY23/24.
Environmental Issues
The Project is Categorically Exempt in accordance with the California Environmental Quality Act Guidelines Section 15301 Existing Facilities as the Project includes repair and maintenance of existing streets in the City. Therefore, no further environmental review is required.