Agenda Item No: K.12
AGENDA REPORT
DATE: September 16, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-186 PW Nichols Consulting Engineers, Chtd. Design Fiscal Year 2025 Professional Services Agreement Amendment
Authorizing the City Manager to Execute Amendment No. 2 to the Professional Services Agreement Between the City of Fairfield and Nichols Consulting Engineers, Chtd. for Engineering Design Services for Fiscal Years 2024 and 2025 Capital Improvement Projects on the 2026 Rancho Solano Pavement Maintenance Project
Funding Source: $169,800; Smith Ranch Maintenance District
Contact: Pavan Prasad, (707) 428-7431
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
Design efforts are currently underway for the 2026 Rancho Solano Maintenance Project (Project, CPW070082). During the conceptual planning phase, staff determined it would be more efficient to consolidate the projects in the Rancho Solano neighborhoods into one single, comprehensive paving project. This approach aims to minimize overall disruption to the public compared to executing multiple phased projects over several years. Staff requested a detailed cost proposal from Nichols Consulting Engineers, Chtd. (NCE) and negotiated a scope of work and fee for the Project in the amount of $269,800.
The Professional Services Agreement (PSA) originally allocated an engineering design amount of $100,000 for Project. Adoption of this resolution authorizes the city manager to execute Amendment No. 2 with NCE to increase the PSA by $169,800.
DISCUSSION
The Project will resurface approximately 11 centerline miles of Rancho Solano Parkway using a two-step pavement treatment designed to extend the pavement’s lifespan . The Project also
proposes to install Class-II bike lanes in addition to replacing curb ramps for compliance with the Americans with Disability Act (ADA). In addition to pavement maintenance along Rancho Solano Parkway, the Project includes resurface residential roadways in the following neighborhoods:
Oak Hills
Seminole
Ascot Hills
Shadow Wood
The Project will build upon improvements proposed for the 202 5 Rancho Solano Pavement Maintenance Project which will utilize the same pavement treatment to resurface approximately 5 centerline miles of residential roadway in the following neighborhoods:
Westfield
Andalucia
Oak Crest
First Green at Rancho Solano
Due to the similarity in scope of work, project locations, and construction schedules, the two projects will be value engineered and consolidated into a single construction package to capitalize on competitive pricing through economies of scale . Construction of a single consolidated project will also reduce the overall construction impact to the public, as opposed to completing two separate projects during different timeframes.
Procurement Process
In October 2023, the City issued a Request for Qualifications (RFQ) for design services for infrastructure projects under the FY 2024–2025 Capital Improvement Program. The RFQ included pavement maintenance projects with a design budget of $100,000 each. After reviewing submissions from eleven firms, NCE was selected for both pavement maintenance projects based on their expertise in pavement management and familiarity with City standards.
On February 20, 2024, the City Council adopted Resolution No. 2024-32 authorizing the city manager to execute a PSA with NCE for design services for a total amount not -to-exceed $400,000. The PSA includes three projects: Matt Garcia Park Community Park Phase 1 ($200,000), 2025 Rancho Solano Maintenance Project ($100,000) and 2026 Rancho Solano Maintenance Project ($100,000). In April 2025, staff executed Amendment No. 1 that extended the term of the contract through June 2027.
NCE’s scope of work includes collecting and analyzing data on existing infrastructure and identifying roadway segments that may require subsurface treatment based on existing conditions. Additionally, NCE will survey and assess existing ADA curb ramps along Rancho Solano Parkway to determine whether replacements are necessary to comply with current ADA standards, utility notifications and takeoff quantity . The Project deliverables are construction ready plans, specifications and estimate. As part of their services, NCE will also provide bidding and construction support, including responding to any design -related questions that may arise from contractors.
As the PSA currently limits the Project design authorization t o $100,000, staff recommends approval of Amendment 2 to increase the Project’s design authorization to $269,800. The additional costs are attributed to an expanded scope of work, which now includes Rancho Solano Parkway, new bike lanes, ADA curb ramp replacements, and inflation escalation over the two - year period since the initial budget was established . This revised amount was determined to be fair and reasonable for services required to consolidat e two projects and prepare construction ready bid documents. Approval of this amendment will increase the PSA maximum fee by $169,800 for a total not-to-exceed amount of $569,800.
FINANCIAL IMPACT
The design authorization for this Project will be increased from $100,000 to $269,800.
Authorization of Amendment No. 2 will increase the contract maximum fee by $169,800 resulting in a new not-to-exceed total amount of $569,800. Funding in the amount of $5,100,000 has been budgeted from t he Smith Ranch Maintenance District funding (Fund 178) for the design and construction of the Project.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may delay approval of the amendment so that staff can address any council concerns.
COORDINATED WITH
N/A
STAFF CONTACT
Pavan Prasad, Junior Engineer
(707) 428-7431
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Amendment
Attachment 4: Proposal for Design, dated August 6, 2025