Agenda Item No: K.2
AGENDA REPORT
DATE: December 3, 2024
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2024-273
Authorizing the City Manager to Execute a Professional Services Agreement with Gates + Associates Landscape Architects to Provide Design Services for the Heart of Fairfield Downtown Texas Streetscape Improvement Project – Phase 2
Funding Source: $423,949; Street Capital Fund
Contact: Pavan Prasad (707) 428-7431
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The Heart of Fairfield Downtown Texas Streetscape Improvement Project (Project) is a multi -phased initiative aimed at revitalizing the city’s downtown by improving pedestrian accessibility, enhancing aesthetic appeal, and stimulating economic growth. The P roject’s next phase requires professional design services to further refine the conceptual design. The approval of the attached resolution will authorize the city manager to execute an agreement with Gates + Associates Landscape Architects (Gates) and allo w the City to move forward with the preparation of detailed plans, specifications, and estimates for the project.
DISCUSSION
In September 2024, the Public Works Department provided the City Council with two options to implement improvements to the matur ing aesthetics and furnishings within Texas Street from Pennsylvania Avenue to Jefferson Street. Phase 2 of the Project focuses on removing existing raised planters to install new accent planting buffers and site furnishings. Improvements will also include new paving, the installation of new crosswalks, and bulb -out curb extensions to enhance pedestrian safety Downtown.
Pursuant to Chapter 28.31 of the municipal code, staff has determined that Gates is the most qualified to provide professional services f or the Project. Gates has been involved since the Project's initial inception and throughout the conceptual design. Their familiarity with the Project and understanding of the City's downtown vision makes them the most qualified to complete the design. Gat es is a women - owned firm located in San Ramon, CA, with over 40 years of landscape design experience.
Gates will develop a concept design with options for the City’s consideration and selection of site furnishings. Gates will also prepare documents and conduct studies necessary for the City to pursue grant funds for construction. This includes documentation required for environmental clearance in accordance with the National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA).
As a part of their scope of work, Gates will provide construction -ready plans, specifications, and estimates. Staff has negotiated a fair and reasonable fee for the proposed work and is requesting a 10% management reserve to account for the potential o f discovering unidentified utility conflicts and a prioritized project schedule. Approval of this resolution will allow the city manager to execute a professional service agreement with Gates in an amount not-to-exceed $423,948.80.
FINANCIAL IMPACT
The proposed agreement with Gates for engineering design services will authorize a not -to-exceed contract for $385,408. Total authorization for this contract is $423,949, which includes a 10% management reserve ($385,408 + $38,541 management reserve). Funding for agreement is captured in the Capital Improvement Program through the Capital Streets Fund (Fund 252 - Project No. CPW070093).
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
Community engagement was conducted by Gates for this Project. Comments were recei ved through a downtown business and property owner meeting conducted in October 2021 and an online survey conducted in November 2021. Community engagement results were presented to the council in December 2021. Final input from the community was utilized as a basis for the design for this project.
ALTERNATIVE ACTION
Authorization may be delayed should there be any questions or concerns.
COORDINATED WITH
Community Development, Finance
STAFF CONTACT
Pavan Prasad, Junior Engineer
(707) 428-7431
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Agreement