TO: JAMIE EARL, ACTING CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: MAY 12, 2026
Reviewed by:
Acting City Manager: JE
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH HIRSCH & ASSOCIATES INC. FOR THE DESIGN AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE INDIAN HILL BOULEVARD REHABILITATION PROJECT (FUNDING SOURCE: STATE GAS TAX)
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SUMMARY
On September 27, 2016, the City Council authorized the City Manager to execute an agreement with Hirsch & Associates Inc. for the preparation of plans and specifications for a median modification project along Indian Hill Boulevard, between San Jose Avenue and Arrow Highway. The scope of the design contract included landscaping, irrigation, and modification of median curbs. This project did not move forward, and according to available records, the design was only partially completed.
Over the past few years, consistent with the City Council Priorities, staff has been pursuing grant funding opportunities and looking into different options to address the current roadway conditions along Indian Hill Boulevard. More recently, staff reached out to Hirsch & Associates Inc. to request a cost estimate to complete the unfinished design for Indian Hill Boulevard between Arrow Highway and San Jose Avenue.
Staff recommends authorizing the City Manager to execute a professional services agreement with Hirsch & Associates Inc. in the amount of $118,883 to complete the design for the Indian Hill Boulevard Median Modifications and Roadway Resurfacing Project.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute an agreement with Hirsch & Associates Inc. in the amount of $108,075, and authorize a ten percent contingency in the amount of $10,808, for an amount not to exceed $118,883;
B. Appropriate $118,883 from State Gas Tax funds; and
C. Find this item is exempt from environmental review under the California Environmental Quality Act (CEQA).
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
This purchase is a professional services contract, which does not require competitive bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report is estimated at $1,365 and is included in the operating budget of the Community Development Department. The not-to-exceed design cost is $108,075, with a ten percent contingency in the amount of $10,808, for a total cost of $118,883. State Gas Tax monies are recommended for appropriation to fund this design.
ANALYSIS
In April 2015, Governor Jerry Brown ordered mandatory water use reductions. The Governor’s Executive Order set water conservation goals and prohibited the use of potable water to irrigate ornamental turf on public street medians. In response, the City Council approved two projects to remove ornamental turf and install more water-wise landscaping. The first project approved was the Indian Hill Boulevard Median Project - Phase 1, which included the median islands between Foothill Boulevard and Base Line Road. The project involved removing all turf, installing drought-tolerant landscape, and water-efficient irrigation systems.
The second project identified the turf removal for the medians along Foothill Boulevard, First Street, and Indian Hill Boulevard, south of Arrow Highway. The turf was removed in 2015 using a chemical-free process. Since that time, First Street has been re-landscaped, and Foothill Boulevard was completed with the Foothill Boulevard Master Plan Project.
Following the turf removal, staff presented an item to the City Council in 2016 to prepare plans and specifications for landscaping and irrigation of the median islands on Indian Hill Boulevard from Arrow Highway to San Jose Avenue. This project was identified as Phase 2 of the Indian Hill Boulevard Median Project. The design was originally planned to include drought-tolerant landscape, water-efficient irrigation systems, modification of the existing low-profile median curbs, and to retain the existing Jacaranda trees in the median islands.
The City Council approved the contract for Phase 2 at their September 27, 2016, meeting. Following this approval, the plan preparation for Phase 2 started and only reached approximately 50% completion. The plan preparation progress is approximate and reflects staff research of available records. This is consistent with the Hirsch and Associates research.
Over the past few years, and consistent with the City Council Priorities, staff have been pursuing grant funding opportunities and looking into different options to address the current roadway conditions along Indian Hill Boulevard. More recently, staff reached out to Hirsch & Associates Inc., to discuss the 2016 median project and to request a cost estimate to complete the unfinished design for Indian Hill Boulevard between Arrow Highway and San Jose Avenue. While revisiting this old design, staff determined that the design approach used to prepare the plans is no longer consistent with current design approaches used today. As a result, staff requested the modification of the scope of work to re-design landscaping, irrigation and removal and replacement of the existing median curbs, and to incorporate roadway resurfacing and pavement striping components. The incorporation of roadway resurfacing and striping for Indian Hill Boulevard, between Arrow Highway to San Jose Avenue, is necessary because the current Pavement Condition Index (PCI) average is 51, which justifies the need to add the roadway resurfacing and striping components to the project.
To move forward with this effort, staff recommends City Council authorize the City Manager to execute a professional services agreement with Hirsch & Associates Inc. in the amount of $118,883 to complete the Indian Hill Boulevard Median Modifications and Roadway Resurfacing project.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, and the General Plan.
CEQA REVIEW
This item is categorically exempt from environmental review under the California Environmental Quality Act (CEQA). Under CEQA Guidelines section 15301 (“Existing Facilities” - Class 1). The rehabilitation of part of Indian Hill Boulevard qualifies as “repair” and/or minor alteration of existing public or private structures, facilities, mechanical equipment or topographical features, involving negligible or no expansion of use.” None of the exceptions in CEQA Guidelines section 15300.2 are applicable here. Notices of Exemption have been filed for all locations of the Project.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Brad Johnson Vincent Ramos
Community Development Director Associate Engineer
Reviewed by:
Maria B. Tipping
City Engineer