2024/12/10 City Council Resolution 2024-108RESOLUTION NO.2024-108
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AMENDING THE FISCAL YEAR (FY) 2024-25 CAPITAL IMPROVEMENT PLAN TO
ADD THE 2025 PAVEMENT MAINTENANCE PROJECT (CIP2508) WITH A
PROJECT BUDGET OF $900,000.00, APPROVING A BUDGET AMENDMENT TO
TRANSFER $900,000.00 FROM THE 2023-24 VARIOUS STREETS PAVEMENT
MANAGEMENT PROJECT (CIP2301) TO THE NEW CIP2508 PROJECT, AND
AUTHORIZING THE CITY MANAGER TO EXECUTE TASK ORDER 2024-08 WITH
GHD
WHEREAS, every five years, the City prepares a Pavement Management Plan (PMP)
and in April 2024, the City received the most current pavement management program report; and
WHEREAS, the City funds pavement maintenance and management projects on a yearly
basis, based on the findings in the PMP; and
WHEREAS, the City's 2023-24 Various Streets Pavement Management Project
CIP2301 has completed construction and has nearly $1,000,000 in available funds for the next
year's project; and
WHEREAS, the 2025 Pavement Maintenance Project (Project) is a Citywide pavement
maintenance project intended to maintain roadways in good condition as identified in the PMP
for this year; and
WHEREAS, the City drafted a Request for Proposals for design of the 2025 Pavement
Maintenance Project (Project) and received three proposals; and
WHEREAS, GHD provided a scope and fee for design services of the 2025 Pavement
Maintenance Project in the amount of $373,555; and
WHEREAS, staff recommends that the City Council authorize the City Manager to
execute Task Order 2024-08 with GHD; and
WHEREAS, the 2025 Pavement Maintenance Project is a project that is categorically
exempt from the requirements of CEQA pursuant to CEQA Guidelines sections 15301(c)
(Existing Facilities Maintenance); and
WHEREAS, in order to better track budget and expenses associated with this year's
Pavement Maintenance Project, the FY 2024-25 Capital Improvement Plan (CIP) Budget must
be amended to add the 2025 Pavement Maintenance Project (CIP2508) to the five-year CIP
Program; and
WHEREAS, the new CIP Project number would be CIP2508 and the Project would be
funded by a transfer of $900,000 from last year's Pavement Maintenance Project, 2023-24
Various Streets Pavement Management Project CIP2301.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve as follows:
1. The above recitals are true and correct and material to this Resolution.
2. City Council hereby authorizes the Director of Finance to amend the Five -Year CIP and
Resolution 2024-XXX
1
OAK #4907-2714-8545 v 1
FY 24-25 CIP Budget to add the 2025 Pavement Maintenance Project (CIP2508) with a
project budget of $900,000.00, which funds are to be transferred from the 2023-24
Various Streets Pavement Management Project (CIP2301) into Project CIP2508.
3. The Project is categorically exempt from the California Environmental Quality Act
(CEQA) under Guideline 15301(c) due to the project constituting a repair of existing
streets. Staff is directed to file a notice of exemption with the Sonoma County Clerk -
Recorder.
4. The City Manager is hereby authorized and directed to execute Task Order 2024-08 with
GHD in an amount not to exceed $373,555 for design services for the 2025 Pavement
Maintenance Project (CIP2508) and the City Attorney's office is authorized to make
minor edits to the documents as necessary.
DULY AND REGULARLY ADOPTED this loth day December, 2024.
CM ROHNERT PARK
ATTEST:
Sylvia p T i y Clerk
A OVIFD AS TO FORM:
is e le M. Kenyorkt ity Attorney
Attachments: Exhibit A
Susan H. Adams, Mayor
ELWARD:.ftt RODRIGUEZ: ' ANBORN: GIUDICE: ADAMS: J
ES: ( ) NOES: ( ) ABSENT : (BSTAIN: ( ✓7 -
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Resolution 2024-108
Page 2 of 2
GHD INC. TASK ORDER NO. 2024-05
CITY OF ROHNERT PARK
AND
GHD INC.
AUTHORIZATION TO PROVIDE CONSULTING FOR DESIGN SERVICES OF THE 2025
PAVEMENT PREVENTATIVE MAINTENANCE PROJECT
SECTION 1— PURPOSE
The purpose of this Task Order is to authorize and direct GHD Inc. to proceed with the work specified in
Section 2 below in accordance with the provisions of the MASTER AGREEMENT between the City of
Rohnert Park ("City") and GHD Inc. ("Consultant") hereto dated November 10, 2020.
SECTION 2 — SCOPE OF WORK
The items authorized by this Task Order are presented in Exhibit A - Scope of Services.
SECTION 3 — COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT between the parties referenced in
SECTION 1 above. The total cost for services as set forth in SECTION 2 shall be based on Consultants'
standard labor charges in accordance with the provisions of the MASTER AGREEMENT and as shown
in Exhibit B subject to a not -to -exceed amount of Three Hundred Seventy -Three Thousand, Five
Hundred Fifty -Five Dollars and No Cents ($373,555.00), which amount shall constitute a guaranteed
maximum price for Consultant's full performance of the entire scope of work under this Task Order, and
any inability to complete the scope of work within the anticipated hours set forth in Exhibit B shall be at
Consultant's sole risk.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by May 31, 2025, or as extended by the City
Manager, the Director of Public Works, or his/her designee.
SECTION 5 — ITEMS AND CONDITIONS
All items and conditions contained in the MASTER AGREEMENT for Consulting Services between City
and Consultant are incorporated herein by reference.
Approved this day of 12024.
CITY OF ROHNERT PARK
Marcela Piedra, City Manager (Date)
Per Resolution - —
adopted by the Rohnert Park
City Council at its meeting of December 10, 2024.
ATTEST:
City Clerk
OAK #4855-1901-8891 (Rev 10-23)
GHD INC.
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Name, Title t Date
GHD INC.
Name, Title
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(Date)
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EXHIBIT A
GHD Inc.
2235 Mercury Way Ste 150
Santa Rosa, CA 95407
www.ghd.com
October 8, 2024
Cover Letter
Jason Sampietro
jsampietro@rpcity.org
City of Rohnert Park Department of Public Works
600 Enterprise Drive
Rohnert Park, CA 94928
RE: Proposal for 2025 Citywide Pavement Preventative Maintenance Project - Project No. 2023-01
Dear Jason,
GHD is pleased to submit this proposal in response to the City of Rohnert Park's (City) Request for Proposals (RFP)
to provide Final Engineering Design Services for the 2025 Citywide Pavement Preventative Maintenance Project. We
have a deep understanding of the project area based on our work on the Southwest Waterline, Southwest/Commerce
Roundabout, Downtown Infrastructure Improvements, the CIP 6 Projects, and Keiser & Snyder Lane projects. Our
proposal includes some recent examples where our team has implemented pavement preventative maintenance
treatments similar to those required in the RFP in the area.
Our team also has experience with many different pavement rehabilitation and maintenance treatment methods,
including crack seal, slurry seal, cape seal, and overlay with reinforcing mat. We have assembled an efficient, highly
focused team that has regularly worked together on similar sized efforts, to meet the needs of this project. Our
proposal is intended to be brief, to the point, and specific to this project. Highlights of our team's value to the City for
this assignment are Project Manager, Jeremy Schmal, who has recently managed a number of pavement preservation
and rehabilitation projects for the County of Napa, City of Santa Rosa, City of Novato, and other various agencies.
Jeremy also works closely with Steve Grupico who has successfully managed City of Rohnert Park projects for many
years.
Supporting Jeremy will be Bill Silva, PE, QSD/P, Principal -in -Charge, brings with him not only 29 years of industry
experience, but experience working on projects in the City for more than 20 years. The balance of our GHD Team is
presented in our Organizational Chart, many of whom have worked on transportation projects in the City.
Regards,
b V f -
l by--"
Jeremy Schmal, PE
Senior Civil Engineer
707-540-9612
Jeremy.schmal@ghd.com
Bill Silva, PE
Transportation Market Lead
707-523-1010
Bill.Silva@ghd.com
Bill is a principal of the firm and is authorized to negotiate and contractually bind the company.
We have reviewed and agree to comply with the City of Rohnert Park's sample services agreement and insurance
requirements. This proposal is a firm offer for a period of 90 days from the date submitted.
-+ The Power of Commitment
Scope of Work
Task 1 - Project Management, Coordination and QA/QC
This task includes project administration, coordination, kick-off and review meetings and quality control as stated in the
following sub -sections:
Task 1.1 Internal Coordination and Administration
— Budget and schedule tracking
— Provide project and contract oversight
Task 1.2 Project Review Meetings
— Attend one (1) on -site kick-off meeting to visit the site and discuss issues such as design approach, project
concepts, and overall project review. This meeting is anticipated to take one day. The project manager, project
engineer and construction staff will attend this meeting.
— Attend one (1) project review meeting with the City following the scoped 60% submittal project milestone (in -
person or remote). The project manager will attend this meeting.
— Attend one (1) project review meeting with the City following the scoped 90% submittal project milestone (in -
person or remote). The project manager will attend this meeting.
— Attend bi-weekly remote recurring meetings (MS Teams) for a duration of six (6) months.
Deliverables:
— Preparation of meeting agendas, notes, and as -needed progress reports
Task 1.3 QA/QC
Prior to being submitted to the City for review, all deliverables will be reviewed by a senior staff member(s) for QA/QC.
Task 1.4 Caltrans Encroachment Permit
If required, we will obtain a Caltrans encroachment permit for work near the intersection of Golf Course Drive and Route
101, and at Redwood Drive at the 101 undercrossing. No cores are planned within the intersection, but traffic control
will likely be implemented within the Caltrans ROW.
Anticipate 8-weeks following submission for approval of the Caltrans permit.
Task 2 — Project Surveys
Task 2.1 Base Mapping
GHD will perform a comprehensive field review of the project corridor to determine the existing condition of the
pedestrian curb ramps adjacent to the HMA overlay and cape seal treatment areas. Any existing pedestrian facilities
that are non -compliant with current ADA standards will be included in the project scope for upgrades by remove and
replace method, or by adding surface applied truncated domes.
A review will also be conducted of the various roads selected for surface treatments in this project to confirm with our
subject experts that the preliminary treatment selected is the correct for subject roads. A report will be prepared
confirming our findings and presenting any alternate treatment recommendations as part of the Preliminary Engineering
task.
Deliverables:
— Comprehensive list of roadway conditions, and ADA compliant pedestrian ramp findings and recommendations
GHD I City of Rohnert Park 12025 Citywide Pavement Preventative Maintenance Project
Task 2.2 Right -of -Way Survey and Resolution
It is anticipated that the project will NOT require acquisition of right-of-way (i.e. all proposed work is within existing City
right-of-way) and no operating railroad facilities will be affected. GHD is not collecting right of way surveys or topographic
survey and will assume right-of-way based on County APN parcel data and existing City facilities, such as the existing
right of way extends to back of sidewalk, etc.
Task 3 — Preliminary Engineering
Task 3.1 Utility Coordination
Coordination includes contacting the various utility providers with utilities within the project limits to request facility
information and records, if any, principally to determine the location of various utility surface features (e.g., manhole
and valve covers). Gathered information is not intended to be used to determine the position of underground utilities.
Project specifications will be prepared to require the contractor to USA before construction work is commenced, if
needed or required.
It is anticipated that coordination with the following utility services will be required:
— (CableCom for Comcast) cable television adjustment of utility covers to grade
— (AT&T) telephone adjustment of utility covers to grade
— (PG&E) electric adjustment of utility covers to grade
— (City of Rohnert Park) adjustment of utility covers to grade
GHD will obtain utility mapping for verification and will prepare maps showing potential utility conflicts, request conflict
resolution plan(s) for surface utility adjustments, detail cost estimate(s), and owner's liability determination. It is
anticipated that the only adjustment of utility box and covers to grade will be required.
Task 3.2 Preliminary Plans/Site Background Data
GHD will visit the project site to identify and establish pavement areas requiring dig outs, assess drainage affected by
tree root uplifting or other drainage concerns, concrete cracking, non -uniform cross -slopes, pedestrian curb ramp
upgrades and other scope related items. Preliminary plans will be prepared to facilitate discussion in the field during the
site walk and are not intended to be formally submitted to the City for review and comment. The preliminary plans will
show the project limits with aerial imagery shown for reference. Design information will be marked on these maps during
and following the site walk for use in developing and preparing a preliminary concept plan and an opinion of probable
construction costs.
Task 3.3 Preliminary Concept Development
GHD will prepare conceptual level plans for one design alternative incorporating the elements listed in our technical
approach, such as pavement preservation and/or rehabilitation strategy,
anticipated dig out and repair locations, conceptual geometric layout of curb ramp replacements, and pavement striping
and markings.
Deliverables:
— Concept Plans will be submitted as an electronic copy (.pdf) to the City for review
Task 3.4 Preliminary Opinion of Probable Project Cost
A preliminary opinion of probable project cost will be prepared, utilizing the concept plans as the basis, in order to
provide the City with cost information for the project. GHD and the City will discuss the potential project costs and
strategize on project options for the detailed design phases (e.g., 60% and 90% submittal), where bid alternates could
be prepared or the project scope adjusted.
Deliverables:
GHD I City of Rohnert Park 12025 Citywide Pavement Preventative Maintenance Project
— Preliminary Opinion of Probable Project Cost, including engineering/environmental/CM. Construction and
construction contingency compared to the CIP budget will be submitted as an electronic copy (.pdf) to the City for
review
Task 3.5 Pre -Design Technical Memorandum
Develop pavement rehabilitation approach and methodology for the entire project limits, including typical repair details
and structural sections.
GHD will provide construction unit cost estimates for the rehab methods described in the RFP, along with any additional
recommendations.
Project scoping of pedestrian, bicycle and transit improvements will also be discussed and included in the memorandum.
Discuss findings and recommendations with the City on draft Technical Memorandum. Revise and finalize technical
memorandum incorporating the City's comments and final recommendations.
Deliverables:
— Draft and Final Preliminary Design Technical Memorandum (electronic .pdf)
Task 4— Design Documents (60% and 90% Submittal)
This task is to update the preliminary concepts sheets and to create supporting drawings (i.e., general and detail sheets)
based on comments and recommendations by the City.
Task 4.1 60% PS&E
Design will be in accordance with the City's Design and Construction Standards and the State of California
Standards, where applicable. GHD will prepare the technical specifications as part of the specification package and
will follow/review the City's standard for front end documents and technical specifications.
Plans will be prepared on either the City's or GHD's titleblock (as agreed on by the City) and be prepared utilizing
GHD CAD standards (National CAD standards). Plans will be prepared in AutoCAD C31D 2020 or later version.
The anticipated plan sheets include up to a total of 30 sheets.
GHD will provide bid item/schedule preliminary opinion of probable construction cost for the project.
Task 4.1 a Plans — 60% Design Plans
Deliverables:
— Plans — Submit an electronic copy (.pdf) to the City for review
Task 4.1 b Specifications — 60% Design
Deliverables: Specifications — Submit an electronic copy (.pdf and word) of the project specification outline to the
City for review
Task 4.1c 60% Opinion of Probable Construction Costs
Deliverables:
- Opinion of Probable Construction Costs — Submit an electronic copy (.pdf)
Task 4.2 90% PS&E
Comments and recommendations provided by the City after 60% review will be incorporated into the final
improvement plans and specifications.
Task 4.2a Plans — 90% Design Plans
Deliverables: Plans — Submit an electronic copy (.pdf) to the City for review
Task 4.2b Specifications — 90% Design
GHD I City of Rohnert Park 12025 Citywide Pavement Preventative Maintenance Project
Deliverables: Specifications — Submit an electronic copy (.pdf and word) of the project specifications to the City
for review
Task 4.2c Opinion of Probable Construction Costs
Deliverables:
Opinion of Probable Construction Costs — Submit an electronic copy (.pdf) to the City for review
Task 5— Final Submittal — Contract Documents
Task 5.1 Bid Package — Contract Documents
This task is to update the 90% Submittal (plans, specifications and opinion of probable construction costs) based
on comments provided by the City and to finalize the bid package for advertisement.
The City will provide GHD with three (3) copies of the bound final plans and specifications following printing.
Deliverables:
— Final Contract Documents — Deliver an electronic copy of the Contract Documents (.pdf, word and CAD) to the
City
— Final Opinion of Probable Construction Costs — Deliver an electronic copy (.pdf) of the final opinion of probable
construction costs.
Task 6 — Project Advertisement and Bid Phase Services
It is assumed that the City will provide all other required services during bid advertisement, including but not
limited to, project advertisement, bid opening, evaluation of bids and preparation and award of the construction
contract.
Task 6.1 Address Questions and Prepare Addendum
Respond to technical inquiries during bidding and respond with written addenda, if required. This scope is based
upon the preparation of up to one (1) written addendum for the project. Addenda are assumed
to be related to changes to or interpretations of the Bid Documents and will be submitted as PDFs to the City.
CAD time is not included in this scope of work.
Deliverables:
— Documents listed above, in electronic .pdf for City submission
Task 7 — Engineering Support during Construction
Task 7.1 Meeting Attendance
— GHD's project manager and/or Project Engineer will attend the preconstruction meeting for the project up to one
(1) meeting
— GHD will attend weekly construction progress meetings, as needed, up to the budgeted amount for this task
Task 7.2 Submittal Review
— Coordinate, manage and review up to twenty (20) per project
— Provide technical review and response
Task 7.3 Requests for Information (RFI's)
— Coordinate, manage, and review up to five (5) RFIs
— Provide technical review and response
GHD I City of Rohnert Park 12025 Citywide Pavement Preventative Maintenance Project 6
Task 7.4 Record Drawings
— Task includes preparation of Record Drawings in AutoCAD, GIS and PDF formats using the as-builts maintained
during construction as a reference.
ASSUMPTIONS
— The City will pay all permit and application fees/ waived EP fees.
— Development of specifications for handling and disposing of hazardous materials during construction is
excluded.
— The project will not include sidewalk gap closures based on the project understanding and known
construction budget.
— Utility design, storm drainage design, street lighting design, electrical and structural engineering services
and other services not expressly included in the scope for this project are excluded, but can be provided
through a contract amendment, if required.
— The City aerial imagery will be suitable for use in preparation of construction documents.
— Topographic survey, right of way surveys, or a Record of Survey of the Right -of -Way will not be required.
— The City of Rohnert Park will provide record drawings for City facilities indicating design, existing design features,
utilities and other appurtenances, as available. No utilities are anticipated within the depth of surface treatments,
including shallow PG&E, Comcast, or other facilities that could be a potential issue. Utility potholing is not
included. If there is suspicion that utility line may be shallow, it will be brought to the City's attention and suitable
alternative design details will be provided for the Contractor to address during construction.
— City is completing CEQA document for the project and filing with the County Recorder.
GHD I City of Rohnert Park 12025 Citywide Pavement Preventative Maintenance Project
EXHIBIT B
2025 CITYWIDE PAVEMENT PREVENTATIVE MAINTENANCE PROJECT
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