Agenda Item No: N.6
AGENDA REPORT
DATE: March 4, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025 -35 PW Heart of Fairfield Downtown Texas Streetscape Improvement Project – Phase 2 Budget Update
Authorizing an Update to the Fiscal Year 2024-2025 Budget for the Heart of Fairfield Downtown Texas Streetscape Improvement Project – Phase 2
Funding Source: $73,949; Capital Streets Fund
Contact: Pavan Prasad, (707) 428-7431
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The Heart of Fairfield Downtown Streetscape Project (Project) is a multi-phase initiative designed to enhance the downtown area's infrastructure and aesthetics. Phase 1B improvements are currently under construction, and Phase 2 improvements are progressing through the design stage. To ensure accurate financial trac king and proper allocation of project costs, a budget transfer of $73,949 from Phase 1B construction to Phase 2 design is required. Approval of the attached resolution will authorize a budget transfer and will facilitate clear accounting for Phase 2 design expenses.
DISCUSSION
On December 3, 2024, the council awarded Ghilotti Bros. Inc. a construction contract for the Heart of Fairfield Downtown Texas Streetscape Improvement Project —Phase 1B Improvements in the amount of $1,474,224.05. Because Phase 1B received favorable bids, more than $468,000 remains in the total Phase 1B p roject budget , even taking a 20% project contingency into consideration.
Concurrent with the construction of the Phase 1B improvements, the City is designing Phase 2 of the Project. Phase 2 will improve the ‘corner plaza’ by installing curb extensions for traffic
calming, new Americans with Disability Act ( ADA) ramps, and landscape improvements. The council adopted Resolution 2024 -273 on December 3, 2024, to authorize the execution of a professional services agreement with Gates + Associates Landscape Architects for the design of Phase 2 for a negotiated amount not to exceed $ 385,408. Sufficient funding was not allocated for the design of Phase 2 in the Fiscal Year 2024 -2025 Budget, requiring a budget transfer of $73,949 from Phase 1B.
Phase 2 currently has no dedicated funding allocated for the construction. The local funding designated for the design of Phase 2 can serve as a critical local match to leverage federal and state grant opportunities for Phase 2 construction.
FINANCIAL IMPACT
With funds remaining in the budget for Phase 1B (CPW070093) and no additional work planned for this phase , staff recommend s reallocating funds to complete the design of Phase 2 (CPW070127). A budget transfer of $73,949 is required to ensure accurate financial tracking and proper allocation of project costs.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to authorize a budget transfer of $73,949 from Phase 1B construction to Phase 2 design, though this is not recommended as the City may face challenges in accurately tracking Phase 2 design costs. Additionally, the lack of allocated funding for the design of Phase 2 may delay progress on the project and limit the City's ability to use local funds as a match to pursue federal and state grants for the construction of Phase 2 . This could result in missed opportunities for external funding and potential delays in advancing Phase 2 of the Project.
COORDINATED WITH
Community Development and Finance
STAFF CONTACT
Pavan Prasad, Junior Engineer
(707) 428-7431
[email protected]
DOCUMENTS ATTACHED
Attachment 2: Proposed Resolution