Agenda Item Wording:
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Corporation Yard Master Plan contract award - Authorize the City Manager to execute a professional services agreement with Griffin Structures for the Corporation Yard Master Plan in the amount of $275,000 and appropriate an additional $152,500.
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Agenda Date: 10/19/2026
Prepared by:
Rehana Lustyan, Senior Project Manager | Rehana.Lustyan@visalia.gov | 559-713-4176
Nick Bartsch, Public Works Director | Nick.Bartsch@visalia.gov | 559-713-4052
Department Recommendation:
Staff recommends that the City Council approve a professional services agreement with Griffin Structures, Inc. for the preparation of the Corporation Yard Master Plan in the amount of $275,000, appropriate $152,500 across contributing funds in the same proportional distribution as the existing project (CP0667) allocation, and authorize the City Manager to execute the agreement and any necessary documents on behalf of the City.
Summary:
The Corporation Yard serves as the City’s primary operations center for Public Works, Fleet Maintenance, Streets, Solid Waste, Parks, Urban Forestry, Buildings Maintenance, and related municipal divisions. The City issued RFP No. 25-26-45 seeking a qualified consultant to prepare a comprehensive Corporation Yard Master Plan, including a needs assessment, operational workflow evaluation, space programming, conceptual site alternatives, and an implementation strategy. Five proposals were received. After an initial evaluation, the top three firms: Griffin Structures, Stantec, and 4Creeks, were selected for interviews.
Following interviews conducted on August 31 and September 4, 2026, Griffin Structures received the highest overall score and demonstrated exceptional qualifications, extensive experience with municipal corporation yards and public works operations facilities, and a clear understanding of the City’s long-term needs.
Background Discussion:
The Corporation Yard functions as the primary operations hub for Public Works, Fleet, Streets, Traffic Operations, Solid Waste, Parks, Urban Forestry, Buildings, and additional municipal divisions. Existing facilities and operational components are constrained by aging infrastructure, limited circulation routes, fragmented space assignments, expanding staffing and fleet needs, and future requirements associated with zero-emission vehicle fueling and charging. To address these existing and anticipated needs, the City has identified the need for a long-range master plan to evaluate current operational and space needs, anticipate future staffing, fleet, and infrastructure requirements, plan for zero-emission vehicle charging and fueling needs, improve yard efficiency, circulation, safety, and site configuration, and establish a phased roadmap for long-term capital investment.
To initiate this planning effort, the City issued RFP No. 25-26-45 on July 9, 2026, seeking qualified firms to prepare a comprehensive Corporation Yard Master Plan. Five proposals were received by the deadline. Staff evaluated each proposal based on the criteria established in the RFP and selected Griffin Structures, Stantec, and 4Creeks as the top three proposers to participate in interviews.
Staff and committee members from Public Works, Parks and Facilities, and Engineering conducted interviews with the shortlisted firms on August 31 and September 4, 2026, using the City’s standardized interview evaluation form. Griffin received the highest total score, reflecting exceptional experience with municipal corporation yards, strong project team qualifications, and a highly structured master planning approach. Griffin has completed numerous corporation yard master plans throughout California and also has prior experience working with the City of Visalia on the Emergency Communications Center, Civic Center, and Fire Station projects. Griffin’s proposal outlines a comprehensive planning process that includes facility condition assessment, operational programming, stakeholder engagement, conceptual site layout alternatives, cost estimating, and development of an implementation strategy that aligns with the City’s objectives for this master plan.
Based on the written and interview evaluations, Griffin Structures demonstrated the strongest ability to deliver a complete and integrated master plan that addresses both the current and future operational needs of the City’s Corporation Yard.
Fiscal impact including annual maintenance and operating costs:
The Corporation Yard Master Plan is funded through CP0667, a multi-fund capital project with a total project budget of $150,000.
The negotiated consultant fee is $275,000. Considering a 10% contingency of $27,500, the resulting revised total project budget is $302,500. Therefore, an additional appropriation of $152,500 is required to increase the existing project budget from $150,000 to $302,500. The additional appropriation is distributed across the contributing funds using the same proportional distribution as the existing project (CP0667) allocation. The existing allocation is approximately 43% General Fund (001), 51% Solid Waste Fund (441), and 2% each for Building Safety Fund (401), WRF Fund (431), and Storm Sewer Fund (481). The resulting proportional funding allocations are:
|
Fund |
Project Budget |
Budget Appropriation Needed |
Total Revised Project Budget |
|
General Fund (001) |
$64,500 |
$65,575 |
$130,075 |
|
Building Safety Fund (401) |
$3,000 |
$3,050 |
$6,050 |
|
WRF Fund (431) |
$3,000 |
$3,050 |
$6,050 |
|
Solid Waste Fund (441) |
$76,500 |
$77,775 |
$154,275 |
|
Storm Sewer Fund (481) |
$3,000 |
$3,050 |
$6,050 |
|
TOTALS |
$150,000 |
$152,500 |
$302,500 |
The total project budget of $302,500 consists of a $275,000 consultant fee and a 10% contingency of $27,500. The contingency is included to account for unanticipated changes that may be required as the project progresses.
This action covers professional services and the associated 10% project contingency and does not include construction or capital improvement costs. Any future projects developed from the master plan will be brought to Council separately.
Prior Council Action:
None.
Alternatives:
1. Do not approve the agreement.
This alternative would delay development of the Corporation Yard Master Plan, limiting the City’s ability to make informed capital planning, operational, and infrastructure decisions.
2. Direct staff to modify scope or return with additional options.
This may extend project initiation timelines and result in additional staff and consultant coordination.
Recommended Motion (and alternative motions if expected):
recommendation
I move to approve a professional services agreement with Griffin Structures for the preparation of the Corporation Yard Master Plan in the amount of $275,000, appropriate $152,500 across contributing funds, and authorize the City Manager to execute the agreement and any necessary documents.
Environmental Assessment Status:
Not a project under CEQA.
California Environmental Quality Act (CEQA) Review:
Exempt under CEQA Guidelines §15262 - Feasibility and Planning Studies.
The master plan involves evaluation and planning-level analysis only, with no approval of construction activities.
Deadline for Action: 10/19/2026
Attachments:
1. Griffin Structures Proposal
2. Griffin Structures Technical Proposal
3. Griffin Structures Fees
4. Professional Services Agreement
5. RFP No. 25-26-45 - Corporation Yard Master Plan, with Addendum and its Exhibit
6. Consultant Disclosure Form
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Select all that apply.
|
□  Economic Vitality |
■  Organizational Excellence |
■  Fiscal Strength |
■  Infrastructure & Growth |
□  Quality of Life |