Agenda Item Wording:
title
Amendment to Construction Management Contract - Authorize the City Manager to approve the Contract Amendment with NV5, Inc. in the amount of $226,491.50 for additional construction management services related to the Downtown Street Lighting Project.
body
Deadline for Action: 3/3/2025
Submitting Department: Community Development
Contact Name and Phone Number:
Eric Bons, Senior Civil Engineer, Eric.Bons@visalia.city, (559) 713-4350
Chris Crawford, City Engineer, Chris.Crawford@visalia.city, (559) 713-4331
Jason Huckleberry, Engineering & Building Director, Jason.Huckleberry@visalia.city, (559) 713-4495
Department Recommendation:
Staff recommends City Council authorize the City Manager to approve the contract amendment with NV5, Inc. in the amount of $226,491.50 for additional construction management services related to the Downtown Streetlight Project.
Background Discussion:
The Downtown Streetlight Project consisted of replacing a 70+ year-old lighting system in Downtown Visalia with a modern lighting system that meets current industry standards. This project replaced an outdated and unsafe high voltage (4,000-volt) electrical lighting system. This system, with aging and deteriorated assets, made the repair and maintenance very unsafe for City maintenance staff. The project included the replacement of the existing system with a new multi-functional streetlight system which provides longer lasting serviceability, normal maintenance per industry standards, lowered operational cost, and an aesthetically pleasing finished product. In addition, the project also included the pavement rehabilitation of Main Street from Willis Street to Santa Fe Street and installation of joint trench facilities to take advantage of construction efficiencies and minimize construction disruptions in the future.
City Council authorized the award to NV5, Inc. to provide the construction management services for the Downtown Streetlight Project and Pavement Rehabilitation Project in the amount of $644,233.00 on December 6, 2021. NV5, Inc. The construction management services were split between the two projects due to the funding sources with $515,386.00 and $128,847.00 totaling $644,233.00 between the Downtown Streetlight Project and the Downtown Pavement Rehabilitation Project respectively. The contract scope includes construction management services, aid in public outreach efforts, inspection services for nighttime work, and other construction related services as needed.
The Downtown Streetlight Project and the Downtown Pavement Rehabilitation Project were advertised together because they are complimentary projects that impacted the same areas. The City of Visalia entered into a contract with A-C Electric Company on June 16, 2022, for construction of the Downtown Streetlight and Pavement Rehabilitation project in the amount totaling $8,853,574.15.
The project began in July of 2022 and a majority of the underground work for the streetlight project and the majority of the Main Street pavement rehabilitation was completed prior to the Candy Cane Lane parade. The contractor and the construction management team worked diligently to have the majority of the pavement rehabilitation completed in time for the Candy Cane Lane Parade. The construction management team expended about 38% of the contract amount to meet the November 2022 timeline included increased day and nighttime shifts, overtime for inspections, and additional Resident Engineer efforts. The remainder of the construction management contract was expended between November 2022 and May 2023 to provide construction management services for the streetlight improvements and the pavement improvement projects.
The remainder of the pavement rehabilitation was completed by May of 2023 and about 75% of the streetlight improvements were completed. The remainder of the streetlight improvements was completed between Jume 2023 through December of 2023. The streetlight improvement portion of the project continued through December 2023 due to several utility delays, and changes in the construction methods due to physical constraints caused by unknown utilities as well as existing structures. During the extended period throughout 2024, NV5 provided construction management services to coordinate with Caltrans for the acceptance of ADA improvements at the intersections of Main Street at Court Street and Main Street at Locust Street, and an exhaustive effort with the contractor during the closeout stage of the project to provide supporting documentation for the change orders and the contractor’s slow responses.
NV5 provided additional construction management services throughout 2024 for the closeout period which extended longer than anticipated due to slow responsiveness from Caltrans’s Permitting for the acceptance of the ADA improvements at the intersection of Main Street at Court Street and Main Street to Locust Street, construction change order negotiations with the contractor extended due to delayed responses by the contractor regarding closeout documentation, and extra work added by the City during this time period. The extra work directed by the City was for replacement of the GFI receptacles at the top of the light poles with a GFI breaker at the main service point to service the tree lighting and the installation of a programmable timer for the operation of the tree lights.
NV5 construction management provided additional services for coordination with the contractor, utility companies and other outside organizations for the entire duration of these two projects. NV5 provided the additional construction management services needed to complete the two projects and they were conscious of minimizing their efforts to limit the final cost impact on the two projects.
Engineering staff presented this proposed contract amendment to the Change Order Committee on February 5, 2025, for review. The Change Order Committee is a non-appointed committee of technical staff who are not directly involved with the project under consideration. The Committee reviews the contract change order request for completeness, accuracy, constructability, objectivity, consistency, and overall insight. After reviewing the request and discussing the item, the Committee recommended approval of the contract amendment.
Fiscal Impact:
Downtown Streetlight Project (CP0345)
The streetlight component of the Downtown project is funded by the Measure N (141) Fund with a total project budget of $9.6M. The table below shows the budget summary for the Downtown Streetlight Project:
|
Project Funding: |
|
|
|
|
|
Measure N Fund (141) - Streetlighting: |
|
$9,600,000 |
|
|
Total Project Funding: |
|
$9,600,000 |
|
Project Costs: |
|
|
|
|
|
Design Staff Time & misc. |
|
$363,130 |
|
|
Design -Consultant (QK Inc.) |
|
$504,916 |
|
|
Construction Management -Staff Time & misc. |
|
$205,000 |
|
|
Streetlight Procurement |
|
$822,050 |
|
|
Construction Management (NV5, Inc.) |
|
$515,386 |
|
|
Construction Management Change Order |
|
$226,492 |
|
|
Construction -Streetlighting (AC Electric) |
|
$6,279,318 |
|
|
Construction Change Order #1 & #2 |
|
$242,706 |
|
|
Total Project Costs: |
|
$9,158,998 |
|
|
|
|
|
|
Summary: |
|
|
|
|
|
Total Project Funding: |
|
$9,600,000 |
|
|
Total Project Cost: |
|
($9,158,998) |
|
|
Project Funds Remaining: |
|
$441,003 |
Downtown Pavement Rehabilitation Project (CP0373)
The pavement rehabilitation component of the Downtown Project is funded by funds from the Senate Bill 1- Road Maintenance and Rehabilitation Account (SB1 RMRA) Fund (113) with a total project budget of $3,520,800. These funds are for the design and construction of pavement rehabilitation, limited sidewalk repairs & curb ramps, and ADA-compliant parking stalls. The table below shows the budget summary for the Downtown Pavement Project:
|
Project Funding: |
|
|
|
|
|
SB1 Funding (113) - Pavement Rehabilitation |
|
$3,520,800 |
|
|
Total Project Funding: |
|
$3,520,800 |
|
Project Costs: |
|
|
|
|
|
Design Staff Time (Estimated) |
|
$56,230 |
|
|
Design -Consultant (QK Inc.) |
|
$380,603 |
|
|
Construction Management -Staff Time (Estimated) |
|
$49,000 |
|
|
Construction Management (NV5, Inc.) |
|
$128,847 |
|
|
Construction Management Change Order |
|
$1,337 |
|
|
Construction -Pavement Rehabilitation (AC Electric) |
|
$2,574,257 |
|
|
Construction Change Order #1 |
|
$249,770 |
|
|
Total Project Costs: |
|
$3,440,044 |
|
|
|
|
|
|
Summary: |
|
|
|
|
|
Total Project Funding: |
|
$3,520,800 |
|
|
Total Project Cost: |
|
($3,440,044) |
|
|
Project Funds Remaining: |
|
$80,757 |
Prior Council Action:
March 6, 2023 - City Council authorized Contract Change Order number 1 and 2 for construction of the Downtown Streetlight Project (1410-72000/CP0345-999) in an amount totaling $254,114.49 and Contract Change Order number 1 for the construction of the Downtown Pavement Rehab Project (2390-72000/CP0373-999) in the amount of $249,770.30.
November 7, 2022 - City Council authorized City Manager to approve consultant contract Amendment #2 in the amount not to exceed $44,326 for the Downtown Streetlight Project (CP0345) and consultant contract Amendment #4 for the Downtown Pavement Rehabilitation Project (CP0373) in the amount not to exceed $55,215 for additional construction support with Quad Knopf (QK).
May 16, 2022 - City Council authorized award of the construction contract for the Downtown Streetlight and Pavement Rehabilitation Projects to A-C Electric Company in the amount of $8,853,574.15 and appropriated $2.7M of Measure N (141) Fund after conducting the second of two public hearings to amend the Measure N plan.
November 7, 2022 - City Council authorized City Manager to approve consultant contract Amendment #2 in the amount not to exceed $44,326 for the Downtown Streetlight Project (CP0345) and consultant contract Amendment #4 for the Downtown Pavement Rehabilitation Project (CP0373) in the amount not to exceed $55,215 for additional construction support with Quad Knopf (QK).
May 2, 2022 - City Council conducted the first of two public hearings to amend the Measure N plan and appropriate $2,700,000 towards the Downtown Streetlight Project (CIP 1410-72000/CP0345-999) to address a shortfall in the Downtown Streetlight project’s budget.
April 7, 2022 - The Measure N Oversight Committee reviewed and approved the Measure N amendment for the appropriation of $2,700,000 towards the Downtown Streetlight Project.
April 4, 2022 - City Council received the bid results for the Downtown Streetlight and Downtown Pavement Rehabilitation Projects for information. Authorized staff to begin the Measure N amendment process for the appropriation of $2.7M towards the Downtown Streetlight Project. City Council authorized the appropriation of $2,141,800 of SB1 RMRA funds towards the Downtown Pavement Rehabilitation Project.
December 6, 2021 - City Council authorized the City Manager to execute an agreement with NV5, Inc. to provide the construction management services for the Downtown Streetlight Project and Pavement Rehabilitation Project in the amount of $644,233.00.
November 15, 2021 - City Council authorized the City Manager to purchase the streetlight poles for the Downtown Streetlight Project from AV Poles and Lighting of Lancaster, CA, in the amount of $822,050.25.
November 15, 2021 - City staff presented the preliminary construction staging plans for the Downtown Streetlight Project and Downtown Pavement Rehabilitation Projects.
June 7, 2021 - City staff presented the recommendation for the appropriation of $2.4M for the Downtown Streetlight Project to the second public hearing. The committee reviewed and approved the recommendations.
May 17, 2021 - City staff presented the recommendation for the appropriation of $2.4M for the Downtown Streetlight Project to the first public hearing. The committee reviewed and approved the recommendations.
April 22, 2021 - City Staff presented the recommendation for the appropriation of $2.4M for the Downtown Streetlight project to the Measure N Oversight Committee. The Committee reviewed and approved the recommendation.
March 15, 2021 - City Staff presented decorative streetlight options for the downtown streetlight project. City Council approved the recommendation for the layout option 3 and streetlight scenario 3 and Measure N amendment process to approve the appropriation of $2.4M for the Streetlight project.
December 07, 2020 - City Staff presented standards for installing Back Flow Preventors within the public right of way. City Council approved the recommendation for the standards.
July 21, 2020 - City Staff presented revised layout options for the Downtown Streetlight Project. City Council approved the recommendation for a core decorative streetlight style.
June 01, 2020 - City Staff presented layout options for the Downtown Streetlight Project. City Council requested additional information from City Staff.
October 21, 2019 - Council authorized award of the design contract for the Downtown Streetlight Project to Quad Knopf for an amount not to exceed $407,098.00.
October 15, 2018 - City Staff presented an update of the downtown streetlights project to City Council during a work session item.
April 16, 2018 - Council approved Resolution No. 2018-25 to designate various road projects for 2018/19 funding from the State of California Road Repair and Accountability Act of 2017 (Senate Bill SB1).
Other: None
Alternatives: None
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve the contract amendment with NV5, Inc. in the amount of $226,491.50 for additional construction management services related to the Downtown Streetlight Project.
end
Environmental Assessment Status: No NEPA Environmental Assessment required for this project.
CEQA Review: Categorical Exemption, Section 15301(c), issued February 06, 2020, for the Downtown Streetlight Project.
Attachments:
1. Project Location Maps
2. Owner Disclosure Statement