CITY OF MENIFEE
SUBJECT: Agreement with Dokken Engineering for the Environmental and Civil Design Services for the Watson Road at Harvest Valley Elementary School – Active Transportation Program Project
MEETING DATE: April 2, 2025
TO: Mayor and City Council
PREPARED BY: Diego Guillen, Senior Engineer
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a Professional Services Agreement with Dokken Engineering for Environmental and Civil Design Services for the Watson Road at Harvest Valley Elementary School – Active Transportation Program (ATP) project for a total not-to-exceed amount of $661,070; and
2. Adopt a budget amendment resolution appropriating $1,483,000 in revenues and expenditures in Grant Fund (Fund 2301) from the California Department of Transportation’s ATP Cycle 6 Program for the Project Specifications & Estimates (PS&E) and Right-of-Way (ROW) phases of the Project.
DISCUSSION
The Watson Road at Harvest Valley Elementary School – ATP project, Capital Improvement Program (CIP) Project No. 24-15 (“Project”) would construct sidewalks, crosswalks, bicycle lanes, and ADA ramps along Watson Road and Briggs Road. The proposed improvements would enhance safety along the major access routes to Harvest Valley Elementary School in alignment with the City’s Active Transportation Plan. The estimated total cost of the Project is just over $5.2 million.
On November 1, 2023, City Council accepted the California Department of Transportation’s (“Caltrans”) ATP Cycle 6 grant funds and adopted Resolution No. 23-1369, authorizing the City Manager to execute grant-related documents. City Council also approved an appropriation of $124,000 to the Project’s budget to support the Project Approval & Environmental Document (PA&ED) phase. Per Caltrans’ requirements, the grant funding would be allocated by phase as
City of Menifee Staff Report
CIP 24-15 Dokken PSE & ROW Agreement
April 2, 2025
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the Project progresses. Table 1 below provides a summary of the funding by phase for the Project.
TABLE 1 – PROJECT FUNDING BY PHASE
Project Phase Anticipated
FY
Grant Fund
Allocation City Match Total Cost Project Status
PA&ED 23/24 $124,000 $26,000 $150,000 Completed
PS&E 24/25 $417,000 $83,000 $500,000 Pending
ROW 24/25 $1,066,000 $214,000 $1,280,000 Pending
CON 25/26 $2,747,000 $553,000 $3,300,000 Pending
TOTAL $4,354,000 $876,000 $5,230,000
On May 1, 2024, City Council approved a Professional Services Agreement (PSA) with Dokken Engineering (“Consultant”) for environmental and design support services for the PA&ED and ROW Engineering phases of the Project. Environmental requirements have been completed, and corresponding documents have been approved and submitted to the required agencies.
The Project is now ready to progress to the PS&E and ROW phases of the Project, and Caltrans has provided authorization to proceed.
Included in the Consultant’s scope of work for the PS&E phase would include utility coordination and the development of the project specifications, final plans, and cost estimates to prepare the Project for formal bidding for the construction phase. The PS&E phase of the Project is anticipated to cost a total of $498,245.00
The ROW phase would require the Consultant to conduct assessments of properties located within the Project area that may be impacted by the proposed improvements. The assessments would include obtaining title reports to determine fair market value, zoning laws, and legal status of the property. Coordination with property owners would also be included in the Consultant’s scope of work related to the ROW phase. These initial ROW Engineering costs are anticipated to cost a total of $162,825.00. The remaining ROW funding would be used to acquire any property necessary to proceed with the construction phase of the project and would be determined once all property assessments and negotiations were finalized.
The total costs for the PS&E and ROW Engineering tasks are expected to cost $661,070.
The amount of the proposed PSA exceeds the City Manager’s signing authority. Pursuant to Menifee Municipal Code §3.12.040, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
City of Menifee Staff Report
CIP 24-15 Dokken PSE & ROW Agreement
April 2, 2025
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FISCAL IMPACT
The total fiscal impact of the proposed PSA for the PS&E phase with the Consultant is for a total amount not-to-exceed $661,070. The ATP grant funds were previously accepted and the appropriation of the grant funds for the PS&E and ROW phases would result in a fiscal impact of $1,483,000 in revenues within the Grant Fund (2301-17003-441002) that would offset the appropriation in expenditures within the Grant Fund (2301-PWD-CIPS-760020) for the Project, as summarized in Tables 2 below.
TABLE 2 – PROJECT APPROPRIATIONS
Fund Project Account String Revenue
Budget
Expenditure
Budget
Grant Fund (PS&E) CIP24-15.2301.DES.CAE $417,000 $417,000 Grant Fund (ROW) CIP24-15.2301.ROW.CAE $1,066,000 $1,066,000 TOTAL $1,483,000 $1,483,000
The ATP program grant requires the City to provide a local match of $83,000 for the PS&E phase and $214,000 for the ROW phase, for a total match amount of $297,000, which is available in the existing Project budget within the Developer Impact Fee (DIF) – Circulation Fund (2526-PWD- CIPS-760020), as summarized in Table 3 below.
TABLE 3 – EXISTING PROJECT BUDGET
Fund Project Account String Available Budget Required Match DIF Citywide -
Circulation CIP24-04.2526.DES.CAE $850,095 $83,000
DIF Citywide -
Circulation CIP24-04.2526.ROW.CAE $850,095 $214,000
TOTAL $850,095 $297,000
ATTACHMENTS
1. Project Location Map
2. Agreement
3. Budget Amendment Resolution
4. Grant Summary Report