Agenda Item Wording:
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Award Design Contract - Authorize the City Manager to award a professional design services contract to TRC Engineers, Inc. for the North West Quadrant At-Grade Railroad Crossing Project in the amount of $874,797.80, and authorize an additional appropriation of $311,000 from the Measure R Local Fund (131).
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Prepared by:
Estrella Velasquez, Associate Engineer, Estrella.Velasquez@Visalia.City, (559)713-4164
Diego Corvera, Senior Civil Engineer, Diego.Corvera@Visalia.City, (559)713-4331
Christopher 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 that the City Council authorize the City Manager to award a professional design services contract to TRC Engineers, Inc. for the NW Quadrant At-Grade Railroad Crossing Project in the amount of $874,797.80 and authorize an additional appropriation of $311,000 from the Measure R Local Fund (131).
Summary:
This project will conduct a comprehensive traffic study on three candidate railroad crossings along Goshen Avenue at N Preston Street, N Linwood Street, and Chinowth Street to determine which is the most viable for future build-out. The consultant will coordinate all necessary approvals regarding the selected alternative and prepare plans, specifications and cost estimates for the selected at-grade railroad crossing. Based upon staff’s preliminary review of the three locations, TRC’s design proposal was written assuming that Chinowth would be the recommended crossing location. The ultimate improvements will include the installation of new pavement, curb & gutter, sidewalk, traffic signal, railroad warning devices, signage and striping and installation and upgrade of railroad equipment as recommended by the approval process. If the railroad coordination and approval process progresses smoothly there is a chance that the plans and specifications package could be ready in late 2028.
Background Discussion:
The purpose of this project is to identify a suitable location for a new at-grade railroad crossing in the northwest quadrant of Visalia. Depending on the circumstances surrounding the new crossing location, the railroad may require closures of additional existing crossings before they approve a new street crossing. This will be negotiated with the railroad during the preliminary phases of the project and, if existing street closures are required, staff will bring the alternatives back to Council for further discussion and approval. The proposed new crossing is intended to enhance overall traffic connectivity and relieve congestion at existing intersections by redistributing traffic volumes.
Consultant Selection and Scope of Work
On April 25, 2025, the City Council awarded the On-Call Civil Engineering Services contract (RFQ 24-25-29) to six (6) qualified consulting firms: Peters Engineering Group, 4 Creeks, Inc., Provost & Pritchard Consulting Group, TRC Engineers, Inc., Lane Engineers, Inc., and CWE.
TRC Engineers, Inc. was selected from the approved list of on-call consultants to submit a proposal for design services related to this project. They have a significant amount of experience designing and coordinating work involving railroads. The proposed scope of work is divided into three phases:
Phase 1 involves the preparation of a comprehensive traffic study to evaluate three candidate locations for a new railroad crossing along Goshen Avenue. The study will quantify the potential traffic benefits of each location and result in a recommended alternative for full design and construction. The analysis will focus on connectivity and the crossing’s ability to divert traffic from existing constrained intersections. If the preferred alternative necessitates the closure of an existing crossing, TRC will evaluate nearby crossings on Oak Street and Giddings Street to determine the most appropriate candidate for abandonment or modification.
Phase 2 will include the preparation of plans, specifications and estimates (PS&E) for the selected alternative. Planned improvements will include, but are not limited to, installation of a traffic signal, railroad warning devices, pavement improvements, curb and gutter, sidewalks, signage and striping. The intersection will also be designed to accommodate the Class 1 multi-use trail currently under development as part of the Goshen-Visalia Corridor Project.
Phase 3 outlines a set of nine (9) optional tasks for design consultant assistance during the construction phase. These tasks will only be undertaken if deemed necessary and upon written authorization from City staff. This scope is intended to facilitate a smoother construction process and enhance coordination between the consultant, City staff and contractor.
Optional Scope of Work
The proposed contract amount is higher than originally anticipated due to the inclusion of optional tasks, which represent approximately 20% of the total proposal. The optional work has been included to ensure the City is fully prepared to address all potential design and permitting requirements necessary to complete the project. While the optional scope may not ultimately be required, its inclusion in the proposal allows the City to move forward promptly should those services become necessary, thereby avoiding potential delays and additional contracting efforts later in the process.
Staff will only authorize the optional work if it is determined to be necessary as the design progresses. By structuring the contract in this manner, we aim to maintain project flexibility and reduce the risk of unforeseen costs or schedule impacts during later phases of the project. All optional tasks are explicitly labeled as such in the included scope of work from the design consultant.
Agency Coordination and Funding Strategy
Design of the proposed crossing will require significant coordination with Union Pacific Railroad (UPRR), San Joaquin Valley Railroad (SJVR) and the California Public Utilities Commission (CPUC). TRC will lead coordination efforts, including diagnostic meetings and submittals with each agency, ensuring the design meets the requirements of all stakeholders and regulatory bodies.
In addition to design coordination, TRC’s scope includes the preparation and submittal of a funding application under the CPUC’s Section 130 (SH130) Grade Crossing Improvement Program. If successful, this could potentially provide a significant amount of funding for the project.
Fiscal Impact:
The fiscal impact associated with this action is limited to the design phase of the project. As outlined in Table 1: Current Project Funding, the current budget allocation is insufficient to fully cover the anticipated design costs, resulting in a deficit of $310,797.80. This shortfall indicates that additional funding is required to award the design contract in its entirety. Approval of supplemental funds will be necessary to proceed with the contract award.
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Table 1: Current Project Funding (CP0524) |
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Project Funding Source |
|
|
Measure R Local (131) |
$337,600 |
|
Transportation Impact (241) |
$624,400 |
|
Total Project Funding |
$962,000 |
|
|
|
|
Estimated Project Design Costs |
|
|
Staff Time |
$190,000 |
|
Design Services |
$691,346.88 |
|
Design Services (Optional) |
$183,450.92 |
|
Design Contingency (~10% of Design) |
$87,500 |
|
ROW Acquisition |
$60,500 |
|
Permitting and RR Fees |
$60,000 |
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Total Estimated Project Costs |
$1,272,797.80 |
|
|
|
|
Surplus (Deficit) |
($310,797.80) |
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Additional Appropriation Request from Fund 131 |
$311,000 |
Future fiscal considerations pertain to the construction phase of the project. Table 2: Projected Construction Costs presents a preliminary estimate of the total construction estimated expenditures. At present, funding for construction has not been requested for appropriation. These estimates are provided to establish the anticipated financial scope of the next phase and to support long-range capital planning efforts. The costs listed below assume the project construction will occur around 2028.
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Table 2: Projected Construction Costs (Currently Not Funded) |
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Staff Time |
$190,000 |
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Construction Management |
$359,900 |
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Construction |
$3,000,000 |
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Other (SJVR) |
$1,700,000 |
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Construction Contingency (20%) |
$940,000 |
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Total Estimated Project Costs |
$6,189,900 |
|
|
|
|
Surplus (Deficit) for Construction Phase |
($6,189,900) |
To address anticipated funding needs, staff plans to submit a CIP funding request for future appropriation of projected construction costs through the standard Capital Improvement Plan budget process. The construction cost estimate will be further refined as the design progresses and construction estimates are validated.
Prior Council Action: N/A
Other: N/A
Alternatives: None recommended
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to award a professional design services contract with TRC Engineers, Inc. for the NW Quadrant At-Grade Railroad Crossing Project in the amount of $874,979.80 and authorize an appropriation of $311,000 from the Measure R Local Fund (131).
Environmental Assessment Status: NEPA Environmental Assessment does not apply at this time.
CEQA Review: A CEQA Notice of Exemption (NOE) will be prepared by the City of Visalia.
Deadline for Action: N/A
Attachments:
1. Project Location Map
2. Consultant Disclosure Form
3. TRC Engineers, Inc. Design Proposal
4. TRC Engineers, Inc. Project Fees
5. TRC Engineers, Inc. Estimated Project Schedule