Agenda Item #12.3
For Council Meeting of: July 26, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: CHRIS BALANESI, ASSISTANT ENGINEER
GRANT BAILEY, SUPERVISING ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: PROFESSIONAL SERVICES AGREEMENT APPROVAL – CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC., PUBLIC OUTREACH AND PRELIMINARY ENGINEERING/DESIGN SERVICES AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by resolution, approve a Professional Services Agreement with Callander Associates Landscape Architecture, Inc. of Gold River, California, for public outreach and preliminary engineering/architectural design services associated with the Hopper Avenue Corridor Fire Recovery Improvements project, in an amount not to exceed $466,764.00.
EXECUTIVE SUMMARY
This motion will approve a Professional Services Agreement in the amount of $466,764.00 with Callander Associates Landscape Architecture, Inc. (CALA) of Gold River, California, for public outreach communications, community engagement and preliminary engineering/architectural design services associated with the Hopper Ave Corridor Fire Recovery Improvements project. The scope of the project involves the rehabilitation of the Hopper Avenue corridor between Coffey Lane and US Hwy 101 South on-ramp that was damaged by the 2017 Tubbs Fire.
BACKGROUND
The Hopper Avenue Corridor between Coffey Lane and US Hwy 101 South on-ramp is a major throughway located in the Coffey Park Neighborhood. This segment of Hopper Ave provides residents access to community services such as Coffey Park, Schaefer Elementary School, Highway 101 and industrial/commercial uses in the nearby area.
The 2017 Tubbs fire destroyed many homes in the neighborhood along with much of the existing City-maintained landscape elements along the corridor. While significant progress to rebuild private structures in Coffey Park has been made, Hopper Ave is yet to receive permanent improvements following the Tubbs fire. In July 2021, Council held a study session to discuss how one-time monies should be utilized for the community. At this meeting over 70 residents of Coffey Park and other community members spoke in support of using PG&E settlement funds for the Hopper Avenue corridor repairs, residential street repairs, and vegetation restoration. Following the study session, Council unanimously recommended allocating $20 million toward three Tubbs Fire Recovery projects: Hopper Avenue Corridor ($6M), Residential Street Repair ($7M) and Re-Landscaping and Vegetation Restoration ($7M).
Although project scope will not be finalized until the completion of the public outreach and engagement phase, based on public input received at the July 2021 study session, staff expects some variation of the following improvements will be part of the final project:
Pavement surface treatment/reconstruction
Addition of median islands with trees/vegetation
Trees/vegetation restored in planter strips
Widening sidewalks/planter strips
Narrowing travel way by shifting curb and gutter in
Providing consistent sidewalk/frontage at Piner Creek
Bike and pedestrian facility improvements
On February 22, 2022, the Santa Rosa City Council approved the Hopper Ave Corridor project as a PG&E settlement fund project and appropriated $6M of PG&E Settlement funds to complete the project.
PRIOR CITY COUNCIL REVIEW
On July 13, 2021, the City Council held a Study Session and unanimously requested that staff set aside $20M of PG&E settlement agreement funds towards Fire Recovery Projects, of which $6M would be used towards the Hopper Avenue Corridor.
On February 22, 2022, the Council, by Resolution No. RES-2022-034, approved the Hopper Ave Corridor project as a PG&E settlement fund project and appropriated $6M of PG&E Settlement funds to complete the project.
ANALYSIS
A Request for Proposals (RFP) was released on April 12, 2022, and proposals were received on May 10, 2022. A total of two (2) proposals were received.
A review panel comprised of the following City staff was approved by the Assistant City Manager:
Communications Coordinator
Supervising Engineer
Associate and Assistant Engineers
Facilities Planning Coordinator
Proposals were evaluated based on responsiveness to the RFP, qualifications and experience of the project team, demonstrated technical abilities, availability to perform the scope of work, a proposed work plan, and reference projects. The review panel concluded that Callander Associates Landscape Architecture, Inc. (CALA) of Gold River, California, is the most qualified proposer to provide public outreach and preliminary engineering/design services for this project.
CALA will provide public outreach and engagement services, including translation and interpretation services, and provide preliminary design documents that will serve as bridging documents for a future design-build request for proposals.
FISCAL IMPACT
Funds for this PSA were appropriated to project key 17655 as part of the 2021/22 Capital Improvement Program budget, and approval of this PSA does not have any additional fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
This project has been reviewed in accordance with the California Environmental Quality Act (CEQA) and is presumed to be categorically exempt pursuant to CEQA Guideline Section 15301, Existing Facilities, as it consists of the repair and minor alteration of an existing public facility involving no expansion of existing use.
However, as this project does not have a final scope and this contract provides the mechanism to complete necessary scoping efforts through public engagement, upon completion of this phase of work, staff and our consultants will reevaluate the project to confirm environmental status under CEQA.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Resolution/Exhibit A – Professional Services Agreement
CONTACT
Chris Balanesi, Assistant Engineer, [email protected] (707) 543-3914 Grant Bailey, P.E., Supervising Engineer, [email protected] (707) 543-4508 PROFESSIONAL SERVICES AGREEMENT APPROVAL – CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC., PUBLIC OUTREACH AND PRELIMINARY ENGINEERING/DESIGN SERVICES PAGE 2 OF 3