Agenda Item Wording:
title
Partial Notice of Completion for East Side Regional Park Basin G - Request authorization to file a Partial Notice of Completion for RFB 20-21-38, Groundwater Recharge Basin G at the East Side Regional Park (ESRP) site.
body
Deadline for Action: 3/4/2024
Submitting Department : Engineering & Building Department
Contact Name and Phone Number:
Rebecca Keenan, Senior Civil Engineer, Rebecca.Keenan@visalia.city, 713-4541
Mike Porter, Civil Engineer, Mike.Porter@visalia.city, 713-4412
Lupe Garcia, Acting City Engineer, Lupe.Garcia@visalia.city, 713-4197
Jason Huckleberry, Eng. & Bldg. Director, Jason.Huckleberry@visalia.city, 713-4495
Department Recommendation:
Staff recommends City Council authorization to file a Partial Notice of Completion (PNOC) for RFB 20-21-38, Groundwater Recharge Basin G at the East Side Regional Park (ESRP) site.
Summary:
On December 19, 2023, the City Council awarded a contract to Emmett’s Excavation, Inc. for the construction of Groundwater Recharge Basin G at the East Side Regional Park (ESRP), consisting of the Base Bid + Alternate Bid 2 + Alternate Bid 3 + Alternate Bid 4 in the amount of $5,150,913.50 and approved Change Order No. 1, a reduction amount of $582,069.00. The civil construction contract does not include the grant required Landscape & Irrigation (L&I) of the Basin, which will be issued for bids soon. The basin construction is substantially complete and the City would like to start using it as soon as possible for upcoming groundwater recharge opportunities. For that reason, staff requests authorization to file a Partial Notice of Completion (PNOC) for the basin portion only. Some items will remain to be completed per the contract after this PNOC, including the Well No. 1 & Well No. 2 Improvements, the High Density Polyethylene (HDPE) Trenchless Bore underneath Packwood Creek, and miscellaneous park amenities. Items such as the clearing & grubbing, earthwork, storm pipe, structures, manholes, and rip rap are included in this PNOC, and the total to be released with this PNOC is $2,986,133.64, which includes a 5% retainage of $149,306.68. Staff will return to Council later this year with the final Notice of Completion, which will include total construction cost, a balance of quantities, pending change orders that are currently under negotiation, and the change order summary.
Background Discussion:
The City was awarded a Proposition 1, Urban Rivers Grant (URG) from the State for this project in the amount of $1,568,708, to construct a groundwater recharge basin with habitat improvements. The scope of work for the URG grant includes a contoured 20-acre recharge basin, swales along Mineral King Avenue and Road 152, approximately 50,732 square feet of decomposed granite trail, native, low water use trees and shrubs, a point source irrigation system, a thick layer of landscape mulch, and two funding acknowledgement signs.
At this time, staff recommends filing a Partial Notice of Completion (PNOC) for items related to the groundwater recharge basin. This filing will allow the City to take possession of the basin and to divert water into it from the adjacent Packwood Creek. This will be the first step in the City’s long-term goal to recharge the groundwater.
The substantially complete work covered by the Partial Notice of Completion includes the Base Bid Items and Extra Work Items shown in Table 1. There will be a balance of Contract Items and Extra Work Items after the filing of the PNOC.
TABLE 1
|
No. |
Items (Base Bid) |
Qty |
Unit |
Unit Cost |
Total |
|
8 |
Clearing and Grubbing |
34 |
AC |
$4,200.00 |
$142,800 |
|
9 |
Earthwork (F) |
103,000 |
CY |
$11.75 |
$1,210,250 |
|
10 |
Finish Grading (F) |
1 |
LS |
$70,000.00 |
$70,000 |
|
11 |
Drywell and Sediment Chamber |
5 |
EA |
$80,000.00 |
$400,000 |
|
12 |
24” Storm Drain Pipe |
40 |
LF |
$123.00 |
$4,920 |
|
13 |
36” Storm Drain Pipe |
261 |
LF |
$203.00 |
$52,983 |
|
14 |
42” Storm Drain Pipe |
1,504 |
LF |
$264.00 |
$397,056 |
|
15 |
Diversion Structure (JS #1) |
1 |
EA |
$110,000.00 |
$110,000 |
|
16 |
42” Hydro Slide Gate |
5 |
EA |
$35,600.00 |
$178,000 |
|
17 |
60” Storm Drain Manhole (MH #9) |
1 |
EA |
$14,000.00 |
$14,000 |
|
18 |
72” Storm Drain Manhole (MH’s # 1-8) |
8 |
EA |
$16,000.00 |
$128,000 |
|
19 |
Outfall Structure Type A & Fence Cage |
2 |
EA |
$16,000.00 |
$32,000 |
|
20 |
Jack & Bore 60” Steel Casing |
172 |
LF |
$2,150.00 |
$369,800 |
|
21 |
36” Cast Iron Canal Gate |
1 |
EA |
$40,000.00 |
$40,000 |
|
22 |
36” Slide Gate w/ Structure (JS#2) |
1 |
EA |
$85,000.00 |
$85,000 |
|
23 |
Storm Drain Pipe Plug |
5 |
EA |
$500.00 |
$2,500 |
|
24 |
Rip Rap (Light Class) |
110 |
CY |
$180.00 |
$19,800 |
|
|
Subtotal Contract Work to be Released |
$3,257,109 |
|
No. |
Extra Work Items to be Released |
|
|
CCO1.4 |
REDUCE DEBRIS AREA BY 18,700 CY, (CREDIT $46,750) Clearing & Grubbing |
($46,750) |
|
CCO1.5 |
IMPORT BORROW ON SITE (CREDIT $280,000) Earthwork |
($280,000) |
|
CCO1.6 |
INCREASE STEEL CASING 60" TO 72" DIA. (INCREASE $65,868) Jack & Bore 60” Steel Casing |
$65,868 |
|
CCO2.1 |
Increase Pipe Line D to 30" DI (INCREASE $3,534.64) |
$3,534.64 |
|
CCO3.1 |
Add 42" ADS 22.5 degree bend for future Basin F (INCREASE $5,512.00) |
$5,512.00 |
|
CCO3.2 |
Add 20 feet of 42" Pipe stub for Basin F (INCREASE $6,860.00) |
$6,860.00 |
|
CCO4.2 |
Credit for Bid Item 21, Waterman Canal Gate not used (DECREASE $40,000) |
($40,000) |
|
CCO4.3 |
Add four (4) Sanitite End Caps at $4,000 per each (INCREASE $16,000) |
$16,000 |
|
CCO4.4 |
Credit for Bid Item 23, 4 SD Pipe Plugs at $500 each (DECREASE $2,000) |
($2,000) |
|
|
Subtotal Extra Work Performed to date to be Released |
($270,975.36) |
|
|
Releases & Balances |
|
|
|
Total PNOC Work to date to be Released (this has been invoiced 100% and paid, minus the 5% retention) |
$2,986,133.64 |
|
|
5% Retainage to be Released w PNOC |
$149,306.68 |
|
|
Balance Contract Work Not Released |
$1,893,804.50 |
|
|
Balance Extra Work to date Not Released |
$211,623.11 |
|
|
Contract Balance |
$2,105,427.61 |
|
|
Retainage Balance |
$105,271.38 |
|
|
Total Emmett's Retention to Date |
$254,578.06 |
Processing of this PNOC will allow the City to release the 5% retainage that is currently being held, related to the listed items. There will still be a balance of work on Emmett’s contract, along with the applicable 5% retention. That retention amount will be released after the final Notice of Completion is filed.
Fiscal Impact:
Filing the Partial Notice of Completion will not have any fiscal impact. The retention amount to be released is included in the current budget, so it will just be drawn from the respective funds. Following is the current budget to date.
Budget Summary:
This project is multi-funded, with various funds contributing to their proportionate share of project items. Following is the funding source summary for the Basin G project.
TABLE 2
|
Funding Source: |
Total Budget |
|
Prop 1 Grant Funding |
$ 1,568,708 |
|
132 Measure R Trails |
$ 517,937 |
|
211 Rec Facilities Park Impact Fund |
$ 2,072,158 |
|
224 Groundwater Recharge Fund |
$ 2,913,347 |
|
261 Waterways Capital Fund |
$ 54,383 |
|
TOTAL |
$ 7,126,533 |
Staff is currently working with the contractor on additional balancing change orders, including quantifying the final earthwork adjustments needed during the construction of the project. Since those items are ongoing, staff may return in the future with a potential change order and request any additional appropriations that are outside the budgeted amount. Staff will also provide an overall budget update when the project is completely closed out, including total construction cost, a balance of quantities, pending change orders that are currently under negotiation, and the change order summary.
Prior Council Action:
• February 20, 2024 - Council voted to approve Change Order No. 8 for and HDPE Bore related to Landscape & Irrigation Improvements, in the amount of $188,228 for the Basin G project at the East Side Regional Park (ESRP) Site.
• February 5, 2024 - Council voted to approve Change Order No. 6 for Well Improvements in the amount of $265,065.00 and appropriate $175,707.00 from Fund 211, for the Basin G at the East Side Regional Park (ESRP) Site Project.
• December 19, 2022 - City Council voted to award the construction contract for RFB 20-21-38 to Emmett’s Excavation, Inc. in the amount of $5,150,913.50; approve Change Order Number One for miscellaneous scope changes in the reduction amount of ($582,069.00); award the construction management services to Vanir Construction Management, Inc. in the amount of $122,190; award the material testing services to Moore Twining Associates, Inc. in the amount of $48,129.50; and appropriate $958,100 from the funds identified within the report, for the Basin G at the East Side Regional Park (ESRP) Site Project.
• May 2, 2022 - City Council received an update of Groundwater Recharge Basins G & F at the East Side Regional Park, and voted to appropriate $3,350,00 for groundwater Basin G (CP0185) from the City funds identified in the staff report; decline and release a 2019 grant offer from the National Park Service (NPS) Land & Water Conservation Fund (LWCF) in the amount of approximately $2.4 million for the construction of Basin F (CP0371); and authorize staff to pursue appropriate grant funding for the construction of groundwater recharge Basin F.
• December 16, 2019 - City Council voted to award RFB 19-20-24 and authorize the City Manager to execute construction agreements related to RFB 19-20-24 for the removal of various orchards to the lowest responsible bidder, HD Matthews Demolition & Excavation, Inc., in the following amounts: 1. $85,000 for Basin G (CP0185); 2. $240,000 for Basin F (CP0371); located in the area surrounded by the future Tower Street, Mineral King, and Road 152.
• September 16, 2019 - City Council voted to appropriate funds for Basin G and F, as identified in that staff report, and to authorize the City Manager to execute an agreement from the Federal Land & Water Conservation Fund (LWCF).
• December 18, 2017 - City Council voted to authorize staff to submit a grant application for a Land and Water Conservation Fund Grant and approved Resolution 2017-83 for the East Side Regional Park Project.
• October 17, 2016 - City Council affirmed submission of a Proposition 1 Urban Rivers Grant application for a first phase project at the East Side Regional Park to construct groundwater recharge basin with habitat improvements for $1,743,420 and appropriate $1,568,708 of grant funding, if awarded, and advance appropriation of $174,712 from 2017/18 project CP0185 “East Side Regional Park Basins” if awarded (Resolution 2016-61 required).
Alternatives:
Reject staff recommendation to file the Partial Notice of Completion and direct them to return at the completion of the project with one final Notice of Completion. This alternative is not recommended because it will not allow the City to receive allocated water during this spring window.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize staff to file a Partial Notice of Completion for RFB 20-21-38, Groundwater Recharge Basin G at the East Side Regional Park (ESRP) Site.
end
CEQA Review:
Initial Study and Notice of Determination (NOD) for a Mitigated Negative Declaration (MND) N. 2018-05.
Attachments:
1. Location Map
2. Photos
3. Emmett’s Ownership Disclosure