Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT
WITH HARRIS AND ASSOCIATES TO DESIGN THE 2025
STREET IMPROVEMENTS PROJECT
Date: October 8, 2024
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 Harris and Associates to design the 2025 Street Improvements Project and authorizing the City Manager to execute said agreement.
Background
This item is to seek Council approval of a design contract for completion of a street preservation maintenance construction project in early summer of 2025. The Project follows the recommendations of the City’s Pavement Management Program and is consistent with its recently adopted Annual and Multi-Year 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
The 2025 Street Improvements Project (Project) is included in the City’s adopted FY24/25 Budget.
In August 2024, the City Engineering Division issued a request for qualifications, reviewed the qualifications, and City Staff determined Harris and Associates to be the most qualified for the design of the 2025 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 late 2024, or early 2025. 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 specifically includes the streets indicated in the following figure:
The streets in pink have been designed under a prior design contract but not paved due to higher than anticipated construction costs, and the light blue are streets added from the Pavement Management Program. The orange segment is Old Redwood Highway where repairs will be done for failed patches of pavement. The design fee is lower than what would be expected as it reflects a reduced effort in repackaging the construction plans and specifications. The Project’s preliminary schedule is to advertise for bids in December/January with construction to start in early Spring 2025 and wrap up in late Spring or early summer.
Financial Considerations
The City’s adopted FY24/25 Annual Budget includes $664,000 for design, construction and Construction Management and Inspection services. The proposal from Harris and Associates is $59,935, 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 $65,000, for any needed amendments to the design agreement. The total Project funding is to come from the City’s General Fund, Capital Outlay Funds, Road Impact Fee, Streets Gas Tax, Streets Measure M, and SB1 funds for FY24/25.
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.