Agenda Item Wording:
title
Design Contract Amendment & Appropriation of Funds - Authorize the City Manager to approve Amendment No. 5 with 4Creeks Inc. in the amount of $103,246.00 for additional design services related to the Caldwell Avenue Widening Project from Santa Fe Street to Lovers Lane and accept and authorize the appropriation of $3,844,000 from the Senate Bill 1 - Local Partnership Formulaic Program (SB1-LPP)
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Deadline for Action: 9/16/2024
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 requests City Council authorize the City Manager to execute Amendment No. 5 with 4Creeks Inc. in the amount of $103,246.00 for additional design services related to the Caldwell Avenue Widening Project from Santa Fe Street to Lovers Lane and accept and appropriate funds allocated from the Senate Bill 1 - Local Partnership Formulaic Program (SB1-LPP) in the amount of $3,844,000.
Background Discussion:
The City of Visalia has a roadway widening project for Caldwell Avenue from Santa Fe Street to Lovers Lane (Rd. 140) which will widen Caldwell Avenue from 2-lanes to 4-lanes with a raised center median, curb, gutter, sidewalk, and a joint use pathway. The County of Tulare also has a project for Caldwell Avenue (Ave. 280) from Lovers Lane to S. Virginia Avenue. The widening of Caldwell Avenue (Ave. 280) within the City of Visalia and the County of Tulare is part of a regional corridor enhancement project from Highway 99 to the City of Exeter to ease congestion along this corridor.
The City of Visalia’s improvements of Caldwell Avenue from Santa Fe Street to Lovers Lane include the extension of the City’s storm drain and sanitary sewer systems within the City’s project limits. The County of Tulare will be widening Ave 280 (Caldwell Avenue) from 2-lane to 4-lanes of travel.
The contract amendment number 5 with 4Creeks Inc. for the Caldwell Avenue Widening Project from Santa Fe Street to Lovers Lane is for an additional $103,246.00. The amendment is for design services to complete the plans and specifications for the purpose of advertising this project for construction. This contract amendment was reviewed and recommended for approval on August 21, 2024, by the Change Order Committee. The amendment is composed of five tasks: project management, topographic survey, right of way support, civil engineering design, and utility coordination. The original design contract was initiated in 2016 with a funding source that was comprised of local funding. Recently, the city has secured additional funding from the California Transportation Commission (CTC) Senate Bill (SB) 1 Local Partnership Program (LPP) which added some additional requirements due to these funds.
The additional project management is to oversee and coordinate the changes to the plans and specifications to meet the latest Caltrans Standard Plans and Specifications as required with the addition of the SB1-LPP funding for construction. The additional effort is needed due to the duration of the design phase of this project.
The topographic survey is necessary to reflect the roadway improvements constructed along Caldwell Avenue associated with the Diamond Oaks subdivision. These roadway improvements were constructed after the original topographic survey was completed.
Right of way support service is needed to address the changes in ownership of several parcels where road right of way and temporary construction easements were required. Additional right of way coordination between the City of Visalia and the County of Tulare project is needed to align the two projects. Negotiations with the various property owners also generated modifications to the design as it pertains to driveways, fencing, and associated grading.
Additional design services are needed to address the changes to the plans and specifications associated with the additional funding requirements. The implementation of revised design standards, changes associated with the right of way through the negotiation process, and the increases in consultant fees during the design phase of this project necessitates the additional effort to complete the plans and specifications so the project can be advertised for construction.
The coordination of utilities is necessary to ensure the timely relocation of the existing utilities during the construction phase of this project. Most of the utility relocation costs are covered by the franchise utility agreements so the cost of the relocations will be minimized.
The table below is a summary of the design contract amendment.
|
Item No. |
Description of Task |
Net Increase |
Net Decrease |
Total Change |
|
5.1 |
Project Management |
$14,339.00 |
|
$14,339.00 |
|
5.2 |
Topographic Survey |
$4,480.00 |
|
$4,480.00 |
|
5.3 |
Right of Way Support |
$7,300.00 |
|
$7,300.00 |
|
5.4 |
Civil Engineering Design |
$70,407.00 |
|
$70,407.00 |
|
5.5 |
Utility Coordination |
$6,270.00 |
|
$6,270.00 |
|
|
Total Cost of Change Order: |
$103,246.00 |
$0.00 |
$103,246.00 |
A future design change order with 4Creeks will be forthcoming for the modification of the pedestrian ramps to meet the new ADA standards. 4Creeks Inc. is working to complete the plans and specification to advertise for construction with the redesigned pedestrian ramps to follow as an addendum in the construction phase of this project. The project budget is adequate to include this design change order and the construction cost as estimated. The project needs to be advertised and awarded for construction before December 28, 2024 as a requirement of the additional SB-1 LPP construction funding granted by the CTC.
Funds from the SB1- Local Partnership Formulaic Program are distributed to local or regional transportation agencies in which voters have approved fees or taxes dedicated solely to transportation improvements. The Tulare County Transportation Authority, administered by the Tulare County Association of Governments (TCAG), receives funds from the SB1-LPP from formulaic program funds. TCAG assisted the City of Visalia with allocating SB1-LPP funds specifically to the Caldwell Avenue Widening from Santa Fe to Lovers Lane project towards the construction phase. TCAG previously assisted the City with allocating SB1-LPP funds to this project for the right-of-way phase.
SB1-LPP funds are approved for allocation by the California Transportation Commission (CTC) and the program is administered by Caltrans. Funds in the amount of $3,844,000 were approved by the CTC towards the Caldwell Avenue Widening project during the CTC meeting held in June 2024.
Fiscal Impact:
The funding for this consultant amendment is within the projected amount for the design and right of way as shown in the project funding and expenditure summary. Funds allocated from the SB1-LPP for the construction phase will fund anticipated cost increases in the construction phase. This project is funded by multiple accounts.
Project Budget:
|
Measure R Regional (Fund 133) |
|
$19,431,780 |
|
Measure R Local (Fund 131) |
|
$783,300 |
|
Senate Bill1 - Local Partnership Program (ROW phase) |
|
$1,387,000 |
|
Senate Bill1 - Local Partnership Program (Construction phase) - Appropriation Request |
|
$3,844,000 |
|
Total Project Estimate |
|
$25,446,080 |
Estimated Project Expenditures:
|
Environmental Process |
|
$250,000 |
|
Design and Right-of-Way |
|
$3,529,231 |
|
4Creeks Contract & Change Orders (Design, RW, & Const. Eng.) |
$1,414,231 |
|
|
Estimate City Design & RW Support |
$250,000 |
|
|
RW Estimate (see above) |
$1,600,000 |
|
|
Estimate Pole Relocation at Burke Street |
$140,000 |
|
|
Estimate Culvert Permits |
$75,000 |
|
|
Estimate Electrical Service |
$50,000 |
|
|
Construction Cost Estimates |
|
$21,666,849 |
|
Construction Estimate Nov. 2022 (modified) |
$20,686,849 |
|
|
Est. Construction Mgmt. (from CP9485) |
$500,000 |
|
|
Est. Construction Testing (from CP9485) |
$200,000 |
|
|
Estimate City Construction Staff & Misc. Const. |
$200,000 |
|
|
Estimate Construction Surveying/Staking 4Creeks |
$80,000 |
|
|
Total Project Estimate |
|
$25,446,080 |
There are sufficient project funds available.
Prior Council Action:
June 3, 2024: City Council authorized the City Manager to execute a cooperative agreement for reimbursement with the County of Tulare for the installation of a sewer main in Avenue 280 (Caldwell Avenue) from Lovers Lane (Rd. 140) to Rd. 144 and the appropriation of $535,000 from the Wastewater Trunkline Fund (231).
April 1, 2024: City Council accepted an update on the real property negotiations for the properties needed for the Caldwell Avenue Widening from Santa Fe Street to Lovers Lane Project (CP8268). December 18, 2023: City Council accepted an update on the real property negotiations for the properties need for the Caldwell Avenue Widening form Santa Fe Street to Lovers Lane Project (CP8268).
September 18, 2023: City Council accepted an update on the real property negotiations for properties needed for the Caldwell Avenue Widening from Santa Fe Street to Lover Lane Project (CP8268)
August 7, 2023: City Council adopted a Resolution of Necessity to acquire property and temporary construction easements for portions of eight separate properties along Caldwell Avenue between Santa Fe Street and Lovers Lane for the purpose of widening Caldwell Avenue (CP8268).
June 5, 2023: City Council accepted an update on the real property negotiations for properties needed for the Caldwell Avenue Widening from Santa Fe Street to Lovers Lane Project (CP8268).
October 4, 2021: Council accepted and authorized an appropriation of $1,387,000 from the Senate Bill 1 - Local Partnership Program (SB1-LPP) for the Caldwell Avenue Widening from Santa Fe to Lovers Lane Project (CP8268)
September 21, 2020: Council authorized approval of Amendment Number 2 with 4Creeks Inc. in the amount of $489,755.00 bringing the contract from $768,000.00 to $1,257,755.00 for additional services related to the Caldwell Avenue Widening from Santa Fe to Lovers Lane (CP8268)
April 20, 2020: Council authorized amending the Measure R Supplemental Agreement for the Caldwell Avenue Widening from Santa Fe to Lovers Lane (CP8268) due to increase in the scope of work.
May 2, 2016: Council authorized a contract with 4Creeks Engineering Co. for RFP 15-16-49 to prepare Plans, Specifications, and Estimate for the Caldwell Avenue Widening from Santa Fe to Lovers Lane.
November 21, 2022: Council, in closed session, approved property appraisals and authorized City staff and consultant to purchase properties with authority to pay up to twenty percent above appraised value.
Other:
None.
Alternatives:
Decline the design contract amendment and have staff review the proposed contract amendment.
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to execute Amendment No. 5 with 4Creeks Inc. in the amount of $103,246.00 for additional design services related to the Caldwell Avenue Widening Project from Santa Fe Street to Lovers Lane and accept and appropriate SB1-LPP funds in the amount of $3,844,000 to the Caldwell Widening Project (CP8268).
end
Environmental Assessment Status:
Not required at this time since this action is for the design of the project.
CEQA Review:
Conducted by the County of Tulare for the street widening project.
Attachments:
Map of Project Area