CITY OF MENIFEE
SUBJECT: Agreement with Dokken Engineering for Environmental and Civil Design Services for the Romoland 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
-------------------------------------------------------------------------------------------------------------------------------
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 Romoland Elementary School – Active Transportation Program (ATP) project for a total not-to-exceed amount of $583,715; and
2. Adopt a budget amendment resolution appropriating $527,000 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) phase of the Project.
DISCUSSION
The Romoland Elementary School – ATP project, Capital Improvement Program (CIP) Project No. 24-04 (“Project”) would construct pedestrian improvements within the vicinity of Romoland Elementary School. Generally, the Project area is located north of Highway 74, south of Watson Road, and west of Antelope Road. The Project would close a critical gap in the existing pedestrian infrastructure and provide safe access to the nearby school. The proposed improvements would enhance safety along the major access routes to Romoland Elementary School in alignment with the City’s Active Transportation Plan. The estimated total cost of the Project is just over $5.5 million.
On November 1, 2023, City Council accepted the California Department of Transportation’s (“Caltrans”) ATP Cycle 6 grant funds and adopted Resolution No. 23-1368, authorizing the City Manager to execute grant-related documents. The City Council also approved an appropriation of $131,000 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 24-04 Dokken PS&E Agreement
April 2, 2025
2 5
2 9
the Project progresses. The PA&ED phase has been completed, and the next phase of the Project would be the PS&E phase. 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 $131,000 $18,825 $149,825 Completed
PS&E 24/25 $527,000 $73,000 $600,000 Pending
CON 25/26 $4,222,000 $589,000 $4,811,000 Pending
TOTAL $4,880,000 $680,825 $5,560,825
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 phase 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 phase of the Project, and Caltrans has provided authorization to proceed.
The amount of the proposed Professional Services Agreement (“Agreement”) 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
FISCAL IMPACT
The fiscal impact of the proposed PSA for the PS&E phase with the Consultant is for a total amount not-to-exceed $583,715. The ATP grant funds were previously accepted, and the appropriation of the state grant funds for the PS&E phase would result in a fiscal impact of $527,000 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 street improvement Project, as summarized in Tables 2 below.
TABLE 2 – PROJECT APPROPRIATIONS
Fund Project Account String Revenue
Budget
Expenditure
Budget
Grant Fund CIP24-04.2301.DES.CAE $527,000 $527,000
TOTAL $527,000 $527,000
The ATP program grant requires the City to provide a local match of $73,000, which is available in the existing Project budget within the Measure A Fund (2220-PWD-CIPS-760020), as summarized in Table 3 on the following page.
City of Menifee Staff Report
CIP 24-04 Dokken PS&E Agreement
April 2, 2025
2 5
2 9
TABLE 3 – EXISTING PROJECT BUDGET
Fund Project Account String Available Budget Required Match Measure A CIP24-04.2220.DES.CAE $73,000 $73,000
TOTAL $73,000 $73,000
ATTACHMENTS
1. Project Location Map
2. Agreement
3. Budget Amendment Resolution
4. Grant Summary Report