Agenda Item Wording:
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Amend Design Services Contract - Approve Contract Amendment No. 2 to Zeltmacher Structural Design Engineering Inc. for design services related to the outfield fence replacement project, in the amount of $35,8000 and to appropriate $855,600 from the baseball fund.
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Deadline for Action: 10/7/2024
Submitting Department: Community Development
Contact Name and Phone Number:
Rebecca Keenan, Senior Civil Engineer, 713-4541
Christopher Crawford, City Engineer, 713-4331
Jason Huckleberry, Engineering & Building Director, 713-4495
Department Recommendation:
Staff recommends that the City Council approve Contract Amendment No. 2 to Zeltmacher Structural Design Engineering Inc. for design services related to the outfield fence replacement project, in the amount of $35,800 and appropriate $855,600 from the baseball fund.
Background Discussion:
The City of Visalia went through a procurement process to hire a qualified consulting firm to provide design services to replace approximately 277 linear feet of existing, 12-foot-tall plywood outfield fence located at Valley Strong Stadium. The City did not receive any proposals from that effort, so in accordance with the City’s purchasing policy, City staff worked directly with Zeltmacher Structural Design Engineering to obtain a proposal for the design services that will result in a comprehensive design package to replace the existing fence in compliance with Minor League Baseball/Major League (MiLB/MLB) requirements. The services being provided by the consultant include professional project management and design services leading to complete, buildable, construction documents including plans, specifications, and engineer’s estimate (PS&E); permitting by the City’s Building Safety Division, and bidding/construction support services.
Through the course of preparing the PS&E package, the following features have been identified as needing to be addressed with the current design, although they were not included in the original scope of work:
|
Contract Amendment No. 2 - CP0641 |
|
Task |
Cost |
|
1. Electrical Engineering Services related to the outfield fence |
$4,000 |
|
2. Grading & Drainage Engineering Services for the Access Road leading to the outfield fence. |
$4,000 |
|
3. Engineering Design Services related to the replacement of the Batter’s Eye, which is directly adjacent to the outfield fence. |
$19,800 |
|
4. Additional Bidding and Construction Support Services related to the added scope of work. |
$8,000 |
|
Total |
$35,800 |
On September 25th, the City of Visalia Change Order Committee reviewed and approved Contract Amendment No. 2. Following is a description of the proposed work:
Additional Task 1: Change in Scope {CofS} (Lump Sum) Increase $4,000 The City of Visalia has requested that the consultant (Zeltmacher) add electrical engineering services related to the outfield fence for relocation of an existing electrical junction box and electrical power to two (2) lights at the bullpen; and grounding of the proposed fence structure per the requirements of two industry standards. ASTM International, formerly known as the American Society for Testing and Materials, standard ASTM F2000-19, is the safety performance specification for fences for baseball and softball fields; and NFPA 70 is the National Electrical Code for safe electrical design, installation, and inspection requirements to protect people and property from electrical hazards. This addition will include a site visit, demo, cost estimate, specifications, and added drawings & details to the Plans. This work is necessary because there are several electrical features located near the fence that must be relocated, and the fence may require grounding. If the grounding is not required, the electrical engineer will provide a stamped & signed opinion letter stating that.
Additional Task 2: Change in Scope {CofS} (Lump Sum) Increase $4,000 The City of Visalia has requested that the consultant (Zeltmacher) add grading & drainage engineering services for the design of an access road that leads to the outfield gate area. The Rawhide reports that the existing dirt road floods at the entry gate during rain events. The original scope of work will replace the wood panels on the gate, but does not correct the drainage issue. The initial review indicates that the existing dirt road will be improved with a new drain inlet & pipe connection to an existing manhole. This added scope will not improve the dirt road surface by adding pavement or other surface treatment. This addition includes a site visit, demo, cost estimate, specifications, and added drawings & details to the Plans. This work is necessary because allowing the area to continue to flood will impact the new wood panels to the gate.
Additional Task 3: Change in Scope {CofS} (Lump Sum) Increase $19,800 The City of Visalia has requested that the consultant (Zeltmacher) add engineering design services for the replacement of the batter’s eye. The existing 24’ by 60’ batter’s eye is not in compliance with Major League Baseball requirements. The batter’s eye must be removed and replaced with a 36’ by 60’ unit that is manufactured with a durable, solid surface. The existing transparent screen is not acceptable. This addition includes a site visit, demo, cost estimate, specifications, and new Plans and Specifications. This additional work will be coordinated with the current design package, and a final package will be submitted to the Building Department by early November 2024, to be followed by the construction procurement phase. This work is necessary now because the new outfield fence footings are being placed, and the batter’s eye footings and location must be coordinated with them. The design and construction of the Batter’s Eye was planned as part of the overall project but is now being included as part of this contract and this portion of the project.
Additional Task 4: Change in Scope {CofS} (Time & Materials) Increase $8000 The City of Visalia has requested that the consultant (Zeltmacher) add bidding and construction support services for the added wall padding, electrical improvements, grading & drainage improvements, and batter’s eye. These services are included in the original scope of work, however not sufficient to cover the added design services. This work is necessary to help answer bid questions and RFIs during construction.
Fiscal Impact:
There is currently $500,000 appropriated for the outfield fence, which is sufficient to cover the professional design services described in this report. However, the total estimated budget for completion of the project is $1,355,600, meaning there is a project deficit. This budget amount includes the professional services to be provided by Zeltmacher, construction costs, contingency, staff time, permitting fees, and other consultant costs (construction manager, materials testing, and staking services). Staff requests an appropriation of $855,600 from the baseball fund, which is funded by the General Fund, to meet the project costs.
TABLE 1
|
BUDGET |
|
VALLEY STRONG STADIUM |
|
SUMMARY |
|
Outfield Fence with Padding + Batter’s Eye |
|
Current Project Budget - CP0641 |
$500,000 |
|
Outfield Fence & Padding |
|
Design |
Cost |
|
Staff Project Management, Survey, Drafting |
$30,800 |
|
Consultant - Zeltmacher |
$114,000 |
|
Contingency |
$12,300 |
|
Design Subtotal: |
$157,100 |
|
Construction |
|
|
Construction (12-foot fence & 12-foot padding) |
$616,420 |
|
Construction Contingency |
$92,500 |
|
Construction Subtotal: |
$708,900 |
|
Construction Support |
|
|
Staff Construction Management & Inspection |
$37,000 |
|
Consultant Construction Manager |
$61,600 |
|
Survey Staking, Materials Testing & Special Inspections |
$30,800 |
|
Construction Support Subtotal |
$129,400 |
|
Total Outfield Fence & Padding |
$995,400 |
|
Batter’s eye |
|
Design |
Cost |
|
Staff Project Management, Survey, Drafting |
$13,800 |
|
Consultant - Zeltmacher |
$19,800 |
|
Contingency |
$4,600 |
|
Design Subtotal: |
$38,200 |
|
Construction |
|
|
Construction (36-foot x 60-foot Batter’s eye) |
$230,000 |
|
Construction Contingency |
$46,000 |
|
Construction Subtotal: |
$276,000 |
|
Construction Support |
|
|
Staff Construction Management & Inspection |
$13,800 |
|
Consultant Construction Manager |
$20,700 |
|
Survey Staking, Materials Testing & Special Inspections |
$11,500 |
|
Construction Support Subtotal |
$46,000 |
|
Total Batter’s eye |
$360,200 |
|
Totals |
|
Grand Total |
$1,355,600 |
|
Current Amount Budgeted |
$500,000 |
|
Appropriation Request |
$855,600 |
Prior Council Action:
None
Alternatives: None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to approve Contract Amendment No. 2 to Zeltmacher Structural Design Engineering Inc. for design services related to the outfield fence replacement project, and the Batter’s Eye, in the amount of $35,800 and to appropriate $855,600.00 from the baseball fund.
end
Environmental Assessment Status: None required.
CEQA Review: City of Visalia Environmental Document #2024-17, Notice of Exemption for the Recreation Ballpark Stadium Fence Replacement was filed at the Tulare County Assessor/Clerk-Recorder’s Office on May 9, 2024.
Attachments:
1. Location Map
2. Ownership Disclosure