Agenda Item Wording:
title
Notice of completion - Request authorization to file the notice of completion for the Mill Creek culvert replacement project.
body
Agenda Date: 08/03/2026
Prepared by:
Bryce Nagel, Assistant Engineer, bryce.nagel@visalia.gov, 713-4197
Katherine Woodhull-Fuget, Associate Engineer, Katherine.woodhull-fuget@visalia.gov, 713-4447
Chris Crawford, City Engineer, chris.crawford@visalia.gov, 713-4331
Jason Huckleberry, Engineering and Building Department Director, Jason.huckleberry@visalia.gov, 713-4495
Department Recommendation:
Staff recommends that the City Council authorize the filing of the notice of completion for the Mill Creek culvert replacement project.
Summary:
This project replaced the existing Mill Creek culvert in Giddings St between Mineral King Avenue and Main St, which was over 100 years old and in need of urgent replacement. The project upgraded the Redwood High at-grade pedestrian crossing and included a grind and overlay of the street section between Mineral King and Main St.
City staff worked with 4Creeks Inc. to design the replacement of the culvert. Dawson-Mauldin LLC. was awarded the construction contract for the project with an initial amount of $1,403,118. The final construction cost was $1,468,858.75, an increase of $65,740.75 over the original contract amount.
Background Discussion:
The existing culvert within Giddings Street between Main Street and Mineral King Avenue was constructed in the 1910’s. The culvert has been in service for over 100 years and was in need of immediate replacement. City staff visually inspected the existing concrete culvert and observed visible cracking within the concrete culvert and settlement within the pavement in Giddings Street. City staff hired a structural engineer to conduct a visual inspection of the existing culvert in October of 2024. The structural engineer’s recommendation was to replace the existing culvert with a new culvert as soon as possible due to the cracks within the structure, exposed reinforcement, and the overall age of the culvert.
Replacing the culvert required the relocation of multiple utilities, including relocating an existing 10” sanitary sewer main that crossed from north to south through the existing culvert. City staff coordinated with the impacted utility companies to relocate the affected utilities during construction.
In order to meet the construction window, City staff contracted with 4Creeks Inc. for the design of the culvert replacement on December 16, 2024, after an expedited procurement process. The project was put out to bid for construction on May 21, 2025.
On June 30, 2025, City Council approved the construction contract with Dawson-Mauldin LLC in the amount of $1,403,118 for the Mill Creek culvert replacement, with funds being allocated from various sources.
Change Orders:
The final cost of the construction contract including change orders is $1,468,858.75. Three (3) change orders were processed totaling $65,740.75. Below is the summary of the contract changes:
|
Change Order Breakdown To-Date |
|
Category |
Cost |
Percentage |
|
Errors & Omissions (E&O) |
$ 21,395.52 |
1.52% |
|
Utility Conflict (UT) |
$ - |
0.00% |
|
Balance of Quantities (BQ) |
$ - |
0.00% |
|
Unforeseen (UN) |
$ 30,949.15 |
2.21% |
|
Change of Scope (CofS) |
$ 13,396.08 |
0.96% |
|
Total: |
$ 65,740.75 |
4.69% |
Owner Directed Change in Scope (CoS):
The change in scope due to owner direction includes adding a “dig out” of the structural section of the roadway. During an inspection of the street, significant alligator cracking and other signs of base failure were observed, particularly at the south end of the project limits along northbound traffic on Giddings Street. Due to the severity of the distress, a change directive was issued to the contractor to perform a dig-out in the affected area, which appeared to be the most compromised section of the roadway. Upon removal of the existing asphalt, it was discovered that the underlying base was nearly nonexistent and consisted primarily of native soil. The contractor was therefore directed to excavate an additional seven inches and replace the material with aggregate base to provide proper structural support.
Unforeseen (UN):
The change in scope due to unforeseen circumstances includes adding bypasses for storm water and other extra work items. During construction the contractor encountered multiple significant rain events which severely impacted the project site. Because the City’s storm water system drains directly into Mill Creek at the culvert work area, each storm event required substantial effort to prepare, protect, and later restore the site before work could safely continue. Another unforeseen circumstance occurred during the project when a sinkhole approximately 12 inches in diameter and 4 feet deep opened before paving Giddings Street. It was discovered after excavating the area to 6 feet deep that a tree stump and root system were buried in the area and rotting out causing the sink hole.
Errors & Omissions (E&O):
The change in scope due to errors & omissions includes adding extra sitework and fixing areas around Redwood High School and Grace Bible Church. During excavation and forming of the culvert footings, it was identified that the demolition limits shown in the plans did not provide sufficient space to properly construct the footings. Due to the proximity of the adjacent church, located on the canal bank, the existing fence would have to be removed to allow for proper construction. Due to the amount of flows in Mill Creek during construction severe erosion of the bank had caused the church parking lot to settle. This caused a change order to repair the fence and parking lot for the church. As well, during construction the plans called out to protect in place the existing fence at Redwood High School. After field evaluation of the fence conditions and the modifications that would have to be made, staff found it was warranted for full replacement of the fence along Giddings. Additionally, it was observed that the existing sidewalk within Redwood High School would create a vertical lip when transitioning to improvements from the project. This condition would not meet ADA requirements. To address this issue, sidewalk removal and replacement beyond the original limits was necessary along the southwest side and northeast side of the culvert within VUSD right-of-way.
Fiscal Impact:
The Mill Creek culvert project is funded by various funds. Included in this budget is the contract amount awarded to Dawson-Mauldin LLC, contingency, and support costs such as project design/ management and materials testing services. See the table below for a breakdown of costs.
|
Mill Creek Culvert (CP0773) |
|
Project Funding Source |
|
|
Fund 113 SB1 Road Maintenance |
$ 250,000 |
|
Fund 431 Wastewater |
$ 170,000 |
|
FY 23/24 RSTP Funds Exchange to State Fund |
$ 889,030 |
|
FY 24/25 RSTP Funds Exchange to State Fund |
$ 930,390 |
|
|
|
|
Total Project Funding |
$ 2,239,420 |
|
|
|
|
Estimated Final Project Costs |
|
|
Project Management / Administration/ Misc. |
$ 36,500 |
|
Design Services |
$ 303,900 |
|
Construction |
$ 1,403,118 |
|
Construction Change Orders |
$ 65,741 |
|
Construction Management & Services (Staff Time, Inspection, Survey) |
$ 80,000 |
|
Construction Services (Material Testing) |
$ 17,805 |
|
|
|
|
Total Estimated Final Project Costs |
$ 1,907,064 |
|
Remaining Balance |
$ 332,356 |
The remaining balance shown will be returned to the original funding sources listed above.
Prior Council Action:
June 30, 2025: The City Council authorized the City Manager to execute a construction contract with Dawson-Mauldin, LLC. In the amount of $1,403,118.
May 19, 2025: Adoption of Resolution No. 2025-35 to authorize the City Manager to sign the Fiscal Year 2024/25 Claim to TCAG for RSTP Funds in Exchange for State Highway Account Funds and appropriate $930,390 towards Giddings Street Culvert Replacement Project.
December 16, 2024: Council authorized the City Manager to award a design contract with 4Creeks, Inc. for the design of the Giddings Street Culvert Replacement Project for $260,700; appropriate $50,000 from the Wastewater Fund and appropriate $250,000 from the SB1 Road Maintenance and Rehabilitation Fund.
June 17, 2024: Adoption of Resolution No. 2024-29 to authorize the City Manager to sign the Fiscal Year 2023-24 Claim to TCAG for RSTP Funds in Exchange for State Highway Account Funds and appropriate $889,030 towards Road Rehabilitation.
Alternatives: None
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the filing of the notice of completion for the Mill Creek culvert replacement project.
CEQA Review: Notice of Exemption posted February 21, 2025.
Deadline for Action: 08/03/2026
Attachments:
1. Project Location Map
2. Draft Notice of Completion
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Check all that apply.
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☐ Economic Vitality |
☐  Organizational Excellence |
☐ Fiscal Strength |
☒  Infrastructure & Growth |
☒  Quality of Life |