Agenda Item #13.1
For Council Meeting of: July 9, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DAN HENNESSEY, DIRECTOR OF TRANSPORTATION AND PUBLIC WORKS SUBJECT: APPROVAL OF FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT NUMBER F002524 WITH CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE INC. FOR DESIGN SERVICES ASSOCIATED WITH THE HOPPER AVENUE CORRIDOR FIRE RECOVERY IMPROVEMENTS PROJECT AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by motion, approve First Amendment to Professional Services Agreement Number F002524 with Callander Associates Landscape Architecture Inc. of Gold River, California, to extend the time for performance and to increase compensation by $310,974 for a total not-to-exceed amount of $777,7348 for design services associated with the Hopper Avenue Corridor Fire Recovery Improvements Project.
EXECUTIVE SUMMARY
This resolution will approve the First Amendment to Professional Services Agreement Number F002524 for construction contract C02406 with Callander Associates Landscape Architecture Inc. (CALA), for design services associated with the Hopper Avenue Corridor Fire Recovery Improvements Project, increase the original contract amount of $466,764 by $310,974 and authorize a total Professional Services Agreement (PSA) amount of $777,738.
The project furthers Council Goal #5 to build and maintain a sustainable infrastructure.
BACKGROUND
The Hopper Avenue Corridor between Coffey Lane and US Highway 101 South On-Ramp is a major roadway located in the Coffey Park Neighborhood. This segment of Hopper Avenue provides residents access to community services such as Coffey Park, Schaefer Elementary School, US Highway 101 and industrial/commercial uses in the 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 Avenue 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).
On February 22, 2022, Council approved the Hopper Avenue Corridor project as a PG&E settlement fund project and appropriated $6M of PG&E Settlement funds to complete the project.
On April 12, 2022, a Request for Proposals for public outreach and preliminary engineering/architectural design was released and proposals were received on May 10, 2022. CALA was selected as the most qualified proposer and was awarded a PSA on July 26, 2022.
CALA held the first community meeting to introduce the project to the public and obtain feedback to guide the design on November 9, 2022. A second meeting was held on March 1, 2023 to present the preliminary design alternatives and obtain additional feedback. The third and final community meeting was held on August 30, 2023 to present the revised plan and obtain final community comments.
CALA has since prepared preliminary plans for the Hopper Avenue Corridor Fire Recovery Improvements Project and conducted an environmental assessment for the project site.
PRIOR CITY COUNCIL REVIEW
On July 13, 2021, the 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.
On July 26, 2022, the Council, by Resolution No. RES-2022-154, approved a Professional Services Agreement with Callander Associates Landscape Architecture, Inc. for Public Outreach and Preliminary Design Services associated with the Hopper Avenue Corridor Fire Recovery Improvement Project.
ANALYSIS
The project was initially planned under the design-build approach, necessitating funding for both design and construction phases before contract award. Following CALA's preliminary construction estimate, it was determined that additional funds were necessary to proceed with the design-build contract and sustain project momentum. To ensure continuity without interruption, the decision was made to transition to the conventional design-bid-build procedure as per the City's protocol.
We received a proposal from CALA on May 15, 2024 and it was reviewed by a team of staff comprised of an Assistant Engineer in Transportation and Public Works, an Assistant Engineer in Water, and a Supervising Engineer. The team determined the proposal included all services requested and the fee proposal was considered reasonable for the scope of work at a competitive price.
FISCAL IMPACT
Funds for the original PSA were appropriated to Project Key #17655 as part of the Capital Improvement Program budget, and approval of this amendment to the PSA does not have any fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
This approval of this amendment is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required. The proposed Hopper Avenue Corridor Fire Recovery Improvements project is exempt from the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction) in that the Project includes the replacement and reconstruction of existing roadways and associated facilities, such as sidewalks, gutters, and bicycle lanes.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – First Amendment to Professional Services Agreement Number F002524
PRESENTER
Felicia Ong, Assistant Engineer
Gregory Mariscal, Supervising Engineer
APPROVAL OF FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC. FOR DESIGN SERVICES ASSOCIATED WITH THE HOPPER AVENUE CORRIDOR FIRE RECOVERY IMPROVEMENTS PROJECT PAGE 3 OF 3