Agenda Item Wording:
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Authorize the City Manager to approve two separate contract amendments for additional construction support with Quad Knopf (QK) for each of the following projects; Amendment Number 2 of 2 in the amount not to exceed $44,326 for the Downtown Streetlight Project (CP0345) and Amendment Number 4 of 4 in the amount not to exceed $55,215 for the Downtown Pavement Rehabilitation Project (CP0373).
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Chantha Chap, Civil Engineer, Chantha.Chap@visalia.city, 713-4418
Eric Bons, Senior Civil Engineer, Eric.Bons@visalia.city, 713-4350
Frank Senteno, City Engineer, Frank.Senteno@visalia.city, 713-4331
Nick Mascia, Assistant City Manager, Nick.Mascia@visalia.city, 713-4323
Department Recommendation:
Staff recommends City Council authorize the City Manager to approve the following consultant Contract Amendment with QK to add the following construction support services: 1) Amendment #2 in the amount not to exceed $44,326 for the Downtown Streetlight Project (CP0345) and 2) Amendment #4 in the amount not to exceed $55,215 for the Downtown Pavement Rehabilitation Project (CP0373).
Summary:
Staff is seeking construction support services from QK to respond to Request for Information (RFI) from the contractor and provide design direction during construction. Construction support services was an optional task item within the original RFP that secured QK and will only be added on an as-needed basis to support construction. The design contract was awarded to QK in October of 2019. The previous fees are being submitted with adjustments to reflect increased construction duration and current fees. With construction currently underway on the Downtown Streetlight and Pavement Rehabilitation Project (as a single construction project), Staff sees a need for construction support resulting from over thirty RFI’s being received for the project seeking clarifications on the design such as questions related to proposed pole locations, wiring circuits and pole foundation details, just to name a few.
In addition, unforeseen conditions were encountered during construction which will require direction from the design consultant. For example, while potholing for the foundation footing of the streetlight on the north side of Main Street between Bridge Street and Santa Fe Street, the contractor discovered the foundation for the proposed streetlight was over the top of the existing Mill Creek Culvert with little to no cover to allow the footing to be placed. At the time of this report, Staff is seeking direction from the design consultant to address this pole foundation conflict.
Background Discussion:
Downtown Streetlight Project (P02475)
The City of Visalia entered a contract with QK on November 19, 2019, for engineering services for the design and preparation of construction documents for the streetlight project. A purchase order for these services was issued in the amount of $406,569. The first contract amendment in the amount of $54,021.20 was for additional project management/design services emanating from scope changes and additional work that included potholing, development of cost estimates, and additional field work to identify elements not captured by the City’s topographic survey. This second contract amendment is for an amount not to exceed $44,326.00 to provide construction support services. Construction support services will be charged on an as-needed and time and material basis. The total revised contract amount including both amendments is $504,916.20 (pending approval of Amendment #2).
Downtown Pavement Rehabilitation Project (P02476)
The City of Visalia entered a contract with QK on October 21,2019, for project management and engineering services for the design and preparation of construction documents for the pavement rehabilitation project. A purchase order for these services was issued in the amount of $228,540.00. The first contract amendment in the amount of $5,233.00 was for additional borings need for geotechnical work. The second contract amendment in the amount of $53,390.50 was for additional design services for ADA curb ramps, parking stalls and pavement rehabilitation work. The third contract amendment was for $38,224.80 to cover additional project management and design services due to additional potholing, field work, and scope changes directed by staff. This fourth contract amendment is for an amount not to exceed $55,215.00 to provide construction support services. Construction support services will be charged on an as-needed and time and material basis. The total revised contract amount including both amendments is $380,603.30 (pending approval of Amendment #4).
Engineering staff went to the Change Order Committee to seek approval to add the construction support services on October 24th. The Change Order Committee is a non-appointed committee of technical staff who are not directly involved with the project being considered. The Committee reviews the contract change order request for completeness, accuracy, constructability, objectivity, consistency, and overall insight. The Committee approved the contract amendment to add construction support services in the amount not to exceed $44,326.00 for the streetlight project (CP0345) and a not to exceed amount of $55,215.00 for the pavement rehabilitation project (CP0373). Due to the high dollar amount per the City Procurement Policy, the contract amendment requires City Council approval.
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:
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Project Funding: |
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Measure N Fund (141) - Streetlighting: |
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$9,600,000 |
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Total Project Funding: |
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$9,600,000 |
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Project Costs: |
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Design Staff Time (Estimated) |
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$350,000 |
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Design - Consultant (QK Inc.) Design - QK Amendment #1: |
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$406,569 $54,021.20 |
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Construction Management -Staff Time (Estimated) |
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$196,000 |
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Streetlight Procurement |
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$822,050 |
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Construction Management (NV5, Inc.) |
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$515,386 |
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Construction -Streetlighting (AC Electric) |
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$6,279,318 |
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Total Project Costs: |
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$8,623,344.20 |
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Summary: |
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Total Project Funding: |
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$9,600,000 |
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Total Project Cost: Project Budget Surplus/Contingency: |
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($8,623,344.20) $ 976,655.80 |
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Additional Costs To Date: QK Amendment #2: |
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($ 44,326) |
Project Funds Remaining: $ 932,329.80
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:
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Project Funding: |
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SB1 Funding (113) - Pavement Rehabilitation |
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$3,520,800 |
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Total Project Funding: |
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$3,520,800 |
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Project Costs: |
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Design Staff Time (Estimated) |
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$56,230 |
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Design - Consultant (QK Inc.) Design - QK Amendment #1, 2, 3: |
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$228,540 $96,848.30 |
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Construction Management -Staff Time (Estimated) |
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$49,000 |
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Construction Management (NV5, Inc.) |
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$128,847 |
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Construction -Streetlighting (AC Electric) |
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$2,574,257 |
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Total Project Costs: |
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$3,133,722.30 |
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Summary: |
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Total Project Funding: |
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$3,520,800 |
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Total Project Cost: |
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($3,133,722.30) |
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Project Budget Surplus/Contingency: Additional Costs to Date: QK Amendments: |
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$ 387,077.70 ($55,215) |
Project Funds Remaining: $331,862.70
With the current progress of construction, the construction contingency in the project is sufficient to cover the cost for the added construction support services and therefore no additional appropriation transfer is needed.
Prior Council Action:
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. 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)
Alternatives:
None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve Amendment Number 2 in the amount not to exceed $44,326.00 for the Downtown Streetlight Project and Amendment Number 4 in the amount not to exceed $55,215.00 for the Downtown Pavement Rehabilitation Project with Quad Knopf (QK) to add construction support services.
end
Environmental Assessment Status:
None.
CEQA Review:
Categorical Exemption, Section 15301(c)
Attachments:
1. Attachment 1 - Extra Work Authorization Form and Scope of Work - Streetlight Project
2. Attachment 2 - Extra Work Authorization Form and Scope of Work - Pavement Project
3. Ownership Disclosure