Agenda Item #13.3
For Council Meeting of: April 12, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DANNY CHEN, ASSISTANT ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: PROFESSIONAL SERVICE AGREEMENT APPROVAL – GREEN VALLEY CONSULTING ENGINEERS, INC., CONSTRUCTION MANAGEMENT, AND INSPECTION SERVICES ASSOCIATED WITH FIRE DAMAGED ROADWAY LANDSCAPING AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by resolution, approve a Professional Service Agreement with Green Valley Consulting Engineers, Inc. of Santa Rosa, California, for Construction Management and Inspection Services associated with Fire Damaged Roadway Landscaping in the amount of $647,042.00.
EXECUTIVE SUMMARY
This motion will approve a Professional Service Agreement in the amount of $647,042.00 with Green Valley Consulting Engineers, Inc. of Santa Rosa, California, for Construction Management and Inspection Services associated with Fire Damaged Roadway Landscaping. The scope of the Project includes the replacement of irrigation and roadway landscaping components in the Coffey Park and Fountaingrove neighborhoods damaged in the 2017 Tubbs fire.
This Project is eligible for reimbursement under the Federal Emergency Management Agency (FEMA) Public Assistance and Hazard Mitigation Grant programs with funding obligated under FEMA Public Assistance ID #36360 and #36380. Funding appropriated from the General Fund for this project will be returned to the General Fund upon reimbursement from FEMA.
BACKGROUND
In October 2017, the Tubbs Fire caused extensive damage to City-owned irrigation facilities and landscaping in the Coffey Park and Fountaingrove neighborhoods. Following damage assessments, staff determined nearly 5 miles of roadway irrigation systems and landscaping needed replacement.
In March 2018, the California Governor’s Office of Emergency Services (Cal OES) joined the Federal Emergency Management Agency (FEMA) to inspect the fire destruction aftermath in the City of Santa Rosa. Following the inspection, both agencies determined restoration work associated with existing City-owned irrigation and landscaping facilities was necessary and eligible for funding reimbursement through the Federal Public Assistance Program and funding was obligated in September 2018. In November 2019, the City entered into a professional services agreement with Callander Associates Landscape Architecture, Inc. to provide professional design and engineering services for the fire damaged roadway landscaping project.
PRIOR CITY COUNCIL REVIEW
On November 5, 2019, City Council, by resolution, approved a professional services agreement with Callander Associates Landscape Architecture, Inc. to provide landscape architectural design services for the Fire Damages Roadway Landscaping project.
On February 22, 2022, City Council, by resolution, approved the PG&E settlement funds project list associated with Tubbs Fire Recovery and appropriated necessary funds to each project.
On March 15, 2022, City Council, awarded a contract for the Fire Damaged Roadway Landscaping project and authorized appropriations from the General Fund for the project.
ANALYSIS
The Transportation and Public Works Department (TPW) does not have staff available to administer a construction contract of this scale and determined consultant delivery of construction management and inspection services is appropriate for the Fire Damaged Roadway Landscaping project.
On December 1, 2021, TPW released a Request for Proposal (RFP) soliciting Construction Management and Inspection Services for the Fire Damaged Roadway Landscaping.
On January 5, 2022, TPW received 2 proposals for Construction Management and Inspection Services associated with the Fire Damaged Roadway Landscaping Project. The proposers were Green Valley Consulting Engineers, Inc. and Coastland Civil Engineers.
A review panel consisting of an Assistant Engineer, an Associate Civil Engineer, and a Supervising Engineer evaluated the proposals. Proposals were evaluated based on the following selection criteria: responsiveness to the RFP, qualifications, and experience of the project team, demonstrated technical abilities, availability to perform the scope of work, work plan, and reference projects.
The review panel concluded Green Valley Consulting Engineers, Inc. of Santa Rosa, California is the most qualified proposer to complete Construction Management and Inspection Services for this project, and award of this Professional Service Agreement is in the best interest of the City.
In addition to routine construction management and inspection services, Green Valley will provide public engagement services, maintain project environmental compliance, and ensure construction documents are prepared in a manner consistent with Federal Emergency Management Agency (FEMA) Public Assistance (PA) program requirements.
This Professional Services Agreement (PSA) has been prepared to meet FEMA procurement guidelines and the City will seek reimbursement for contract activities eligible under the FEMA PA program.
FISCAL IMPACT
As of the drafting of this staff report, General funds for this PSA are scheduled to be appropriated with the award of construction contract C02300, pending approval at the March 15, 2022, Council meeting, and approval of this PSA does not have any additional fiscal impact on the General Fund. Funding appropriated from the General Fund for this project will be returned to the General Fund upon reimbursement from FEMA and Callose.
ENVIRONMENTAL IMPACT
This project is Statutorily Exempt from CEQA requirements in accordance with CEQA Guidelines Section 15269(a). This project is necessary to restore roadway landscaping destroyed as a result of a disaster in a disaster-stricken area in which the State of Emergency has been proclaimed by the Governor pursuant to the California Emergency Services Act, commencing with Section 8550 of the Government Code.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Attachment 1 – Location Map
Resolution / Exhibit A – Professional Service Agreement
CONTACT
Danny Chen, Assistant Engineer, [email protected] (707) 543-3911 Grant Bailey, Supervising Engineer, [email protected], (707) 543-4508 PROFESSIONAL SERVICE AGREEMENT APPROVAL – GREEN VALLEY CONSULTING ENGINEERS, INC. CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES ASSOCIATED WITH FIRE DAMAGED ROADWAY LANDSCAPING PAGE 3 OF 3