Business Item 5b
STAFF REPORT
City Council Business Item
DATE: April 15, 2024
TO: Honorable Mayor and Council Members
FROM: Merritt Perry, City Manager
SUBJECT: Authorize City Manager to Execute Clean California Grant Agreements for the North Main Gateway Project
STAFF RECOMMENDATION:
Authorize the City Manager to execute a Clean California grant agreement with the California Department of Transportation (Caltrans) for the North Main Street Gateway Project and approve other related agreements.
EXECUTIVE SUMMARY:
There have been several requests from the public over the past several years to develop beautification improvements on the median islands at north Main Street and the intersection of the Highway 101 on and off ramps at that location. The public, including by the City’s former police chief, as part of a leadership groups effort to beautify that area, has presented past ideas to the Council.
Staff learned of potential funding from Caltrans through the Clean California Grant Program (CleanCA) to make beautification improvements at that location last year, and worked with a landscape architect at Caltrans to develop concepts and a cost estimate for a project at that location.
The basic idea behind the project is to remove the interior concrete of the median islands (and leave the existing curb) and install landscaping, decorative concrete, plantings and either a gateway sign or art pedestal and art piece at that location. The intention of the project is to give that area a sense of place and incorporate features that announce a gateway to the City. The concepts developed are preliminary and were developed to define some of the options and to be able to estimate the cost of the project. The three options developed include one option with an art sculpture, another focused on plantings and a third with a gateway sign. Currently, staff does not have a preferred concept.
Construction estimates were developed for the project that ranged from $100,000 for a very basic project with City forces completing some tasks to $270,000 for more elaborate projects with expensive art works. Ultimately, the cost of the project will depend on the design and will be established to meet the budget available for the project.
Following the development of the design concepts for the gateway improvements, Caltrans was not able to commit to funding the project at that time. Staff was recently informed by Caltrans that they would be able to fund the project with at least $100,000 and potentially as much as $150,000.
Caltrans also agreed to have their landscape architect, Erin Ponte, complete the design for the project. Ms. Ponte also worked for the City prior to going to work for Caltrans on several other projects including the Newburg Park Expansion, the Rohner Park Basketball Court Project, and the Riverfront Park Conceptual Design.
Business Item 5b
Caltrans would like the City to complete the project prior to the end of September. This is an aggressive timeline and would require work to be done by City staff including:
Participating in the design of the project and coordinate and lead public meetings Complete the environmental documentation for the project (notice of exemption expected) Bid construction contract (negotiation and informal bidding may be required due to short timeline for project completion)
Manage Construction Project
Closeout project and grant
Caltrans provided the City with a draft grant agreement for the project as well as a draft agreement for the long-term maintenance of the project, as well as a draft maintenance agreement for any gateway features. The City would seek to develop a project with relatively low maintenance requirements and has consulted with our parks maintenance lead who is supportive of the project.
The City Attorney has not yet reviewed these agreements but will be requested to review and provide any suggested changes prior to the agreements being finalized. A copy of each of the draft agreements are attached.
Staff would like to proceed with this project to develop a gateway beautification project at that location and develop the project to the maximum budget available from Caltrans. If approved staff will bring the final concept back to council for approval with a recommendation to award a construction contract prior to proceeding with the project.
The current request is that the council authorize the City Manager to execute the grant agreement and any related agreements, and proceed with the development of the project.
FINANCIAL IMPACT:
There will not be a direct cost to the City for the development of the project other than dedication of staff time. It is expected that construction of the project will be funded entirely with Clean CA grant funds with the exception of any work done by City forces. The final construction budget will be developed during the project and brought to the council for approval prior to construction.
RECOMMENDED COUNCIL ACTION:
1. Receive staff report and review Council questions with staff
2. Open Public Comments
3. Close Public Comments
4. Authorize the City Manager to execute a Clean California grant agreement with the California Department of Transportation (Caltrans) for the North Main Street Gateway Project and approve other related agreements. Voice Vote.
ATTACHMENTS:
Attachment A – Clean CA Design Concepts
Attachment B –Draft Grant Funding Agreement
Attachment C – Draft Landscape Maintenance Agreement
Attachment D - Draft Art Maintenance Agreement