Agenda Item Wording:
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Authorize the City Manager to approve Amendment Number 2 with Quad Knopf Consultants (Purchase Order No. 02479) for additional professional design services for the Shirk Capacity Enhancement Project (3010-72000/CP0369-999) in the amount not to exceed $139,635.00.
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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
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 Amendment Number 2 with Quad Knopf (QK) Consultants (Purchase Order No. 02479) for additional professional design services for the Shirk Capacity Enhancement Project (3010-72000/CP0369-999) in the amount not to exceed $139,635.00.
The request is for the approval of a contract amendment and not for the appropriation of any additional funds. There are sufficient funds in the project budget to cover the cost for the added design services.
Summary:
Amendment Number 2 consists of additional design services to revise the plans, specs and estimates to account for revisions to following: 1) the bikeway along the entire corridor, 2) revisions to the intersection geometry at Shirk & Ferguson, 3) splitting PS&E documents to advertise the sewer trunkline from Ferguson to Riggin separately, and 4) to incorporate the apartment complex improvements.
Background Discussion:
The design is nearly complete and final touches are being incorporated for a bid package to be delivered to purchasing. Staff expects this project to be advertised late 2023 or early 2024 with City Council awarding of the construction contract in early 2024 and construction within 2024.
Items covered in this Amendment No. 2 include the following:
1. Class IV Bikeways: The original scope included the design of Class II and Class III bike lanes throughout the entire limits of the project along Shirk Street. QK developed the plans based on Class II and Class III bike lanes. During the plan review stage staff instead recommended the use of Class IV bike lanes and requested the consultant review the feasibility to construct the Class IV bike lanes. Since the project will entail the removal of all existing striping, there was an opportunity to enhance the bike lane infrastructure to include a 3 to 6 foot buffer between the travel way and bike lane. Increasing the separation from the travel way has been known to increase the safety for bicyclists. The consultant provided exhibits and layouts to adjust lane widths and alignments to allow for the Class IV bike lanes. Additional coordination and revisions to provide connectivity to the current Goshen Trail project. This resulted in additional design work beyond QK’s original design scope. This amendment includes additional design layouts, meetings, and identified improvements for the Class IV bikeways at the future Goshen Trail.
Cost: $23,138.00
2. Doe Avenue and Shirk Street Intersection Modifications: The original scope of work and the signalization of the intersection assumed that the westerly corners of the intersection had been previously designed to accommodate the signal and the anticipated turning movements. However, when laying out the turn movements for the signal it was discovered that the intersection was not able to accommodate some of the truck turn movements. The consultant prepared several layouts and turning movement scenarios to review with the City.
Cost: $33,502.00
3. Incorporate Apartment Improvements: Additional topographic survey was required to account for the construction of the apartment complex improvements that were installed at the northeast corner of Shirk and Doe. This required additional time and effort to process the topo, field review the new improvements and provide map and exhibits for review. Additionally, the median opening for the apartment development also required some changes.
Cost: $29,402.00
4. Separate PS&E (Plans, Specifications and Estimate) Construction Documents for the Sewer Trunkline and the Remaining Shirk Street Enhancement Project: In order to expedite the bidding of the sewer improvements on the northerly segment of the project, Staff requested that the PS&E documents be separated into two separate PS&E documents; one for the Sewer Trunkline Construction from Ferguson Avenue to Riggin Avenue, and the other for the remaining Shirk Street Enhancement and Sewer Project improvements south of Ferguson, as a way to keep pace and accommodate industrial development to the north. However, it was brought to the City’s attention that the schedule for development to the north had been delayed. Therefore, the project was joined back together as a single project. The benefit to rejoining the project includes economy of scale and securing one contractor to complete the project at one time minimizing the impacts to the public. This amendment includes the additional efforts required to separate the project and repackaging the PS&E documents to be bid as a single project.
Cost: $49,553.00
In addition to the items mentioned above, this amendment also includes a not to exceed amount of $4,040 to cover the consultant time for project management.
The total cost of this contract amendment is $139,635.00 and staff routed this through the Change Order Committee on October 12th. The committee approved the amendment, but please note that 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.
Fiscal Impact:
This is a multi-funded project with funds from Gas Tax (111), Measure R Local (131) and Wastewater Trunkline fund (231). The table below shows the budget summary for the project.
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Project Funding: |
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Gas Tax (111) Measure R Local (131) Wastewater Trunkline (231) |
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$2,430,699 $1,900,000 $8,493,721 |
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Total Project Funding: |
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$12,824,420 |
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Project Costs: |
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Staff Time - Project Management, Survey (Estimated) |
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$450,000 |
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Design - Consultant (QK Inc.) Design - QK Amendment #1 Design - QK Amendment #2 (if approved) Right of Way (Estimated) |
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$533,746 $30,395 $139,635 $450,000 |
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Construction Management - Consultant/Staff (Estimated) |
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$700,000 |
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Construction Estimate Contingencies |
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$11,000,000 $700,000 |
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Total Project Costs: Project Budget Deficit: |
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$14,003,776 ($1,179,356) |
The total project costs, including the additional design services and construction contingencies, is estimated to be $14,003,776. The total budgeted for this project is $12,824,420. Although there is a budget deficit in the overall total cost of the project, there is sufficient funds to cover the cost for the added design services and no additional appropriation is needed at this time. Staff will be returning to council during the award of the construction contract to appropriate additional funds when the actual amount of construction is known.
The construction project is anticipated to bid later this Fall 2023 with construction tentatively scheduled to start early next year in 2024 and be complete by late 2024.
Prior Council Action:
October 21, 2019 - City Council authorized the City Manager to enter into a contract with QK for RFP 19-20-08 to prepare Plans, Specifications, and Estimates for the Shirk Capacity Enhancement and Sewer Trunk Line Project on Shirk Street from School Avenue to Riggin Avenue, in an amount not to exceed $533,746.00.
Alternatives:
None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve Amendment Number 2 with QK for additional professional design services for the Shirk Capacity Enhancement Project in the amount not to exceed $139,635.00
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Environmental Assessment Status:
None.
CEQA Review:
Categorical Exemption, Section 15301(c)
Attachments:
None