Agenda Item Wording:
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Actions Pertaining to Valley Strong Stadium Expansion & Remodel of Clubhouse & Batting Cage: 1. Authorize the City Manager to execute an emergency Progressive Design-Build agreement with 4CGlobal, Inc. dba 4Creeks Build, for an amount to be determined; 2. Authorize the City Manager to award the construction management services to Vanir Construction Management, Inc. in the amount of $221,150.
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Deadline for Action: 2/3/2025
Submitting Department: Community Development
Contact Name and Phone Number:
Rebecca Keenan, Senior Civil Engineer, 713-4541; Rebecca.Keenan@visalia.city
Christopher Crawford, City Engineer, 713-4331; Chris.Crawford@visalia.city
Jason Huckleberry, Eng & Bldg Director, 713-4495; Jason.Huckleberry@visalia.city
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to execute an emergency Progressive Design-Build agreement with 4CGlobal, Inc. dba 4Creeks Build, Inc. for an amount to be determined; and authorize the City Manager to award the construction management services to Vanir Construction Management, Inc. in the amount of $221,150.
Background Discussion:
This project will expand and retrofit the existing clubhouse at the Valley Strong Stadium (Recreation Park Baseball Stadium) to comply with Minor/Major League Baseball (MiLB/MLB) requirements. The existing 6,065 square foot (SF) clubhouse does not meet current space and use requirements. In 2021, Ewing Cole prepared an audit report of the ballpark which graded the facilities, including the clubhouse, to determine if they are in compliance. Several features around the park received grades less than the standard cutoff, including the clubhouse. The clubhouse requires improvements to the home & visiting club facilities, as well as improvements to the weight room and batting cage/pitching tunnel. The proposed improvements will expand the existing clubhouse to 7,355 SF, demolish the existing 1,920 SF batting cage/pitching tunnel, and replace it with a 5,804 SF pitching facility. The new batting cage/pitching facility will include a 4,200 SF tunnel, with the remaining space allocated for a weight room, equipment storage room, and team storage room (MLB club). The project will also include adjacent site improvements to conform with the surrounding facilities, including ADA upgrades, electrical and plumbing upgrades, fire department upgrades, and solid waste improvements.
MiLB/MLB has established an aggressive schedule for the completion of these improvements. All work must be substantially complete by March 2026, before the start of the 2026 baseball season, which means that this project must be urgently expedited to meet the MiLB/MLB schedule. If the project is not complete by the given deadline, the MiLB/MLB will impose costly fines on First Pitch Entertainment, LLC (FPE), owners of the Visalia Rawhide.
4Creeks Update:
As authorized at the October 7, 2024 City Council meeting, 4Creeks commenced preparation of the schematic design layouts related to the project to further develop the floor plans that were previously approved by the MiLB/MLB. 4Creeks refined the approved floor plans and placed them on the existing site, then submitted the draft schematic designs to the City’s Site Plan Review Committee. The Site Plan Review Committee serves to ensure that a land use proposal is in conformity with the intent and provision of the City’s standards and to guide the proposal toward any entitlements or processes necessary to complete the project. The schematic design layouts received a “Revise & Proceed” response from the committee, allowing them to move forward with the design. With that, 4Creeks has moved forward and is currently working on the design of the batting cage and clubhouse. In addition, they have procured a manufacturer for the batting cage metal building, who has started that design. The metal building is one of the long-lead items identified in the October 7, 2025, City Council staff report. Moving forward, 4Creeks anticipates that they will need to order the Rooftop Unit (RTU) HVAC, estimated at $300,000 (materials only) and the Switchgears (Electrical Panels), estimated at $32,000 (materials only). These items will be ordered soon due to the long lead time for their arrival. The pre-order costs of these materials are included in the estimated project costs, shown in Table 1 of this staff report.
Project Components:
Following are some of the key components of the project, as can be seen in Attachment 3:
• Remodel of the existing clubhouse facility will conform to MilB/MLB standards and specifications;
• A new stand alone batting cage/pitching tunnel, storage, and weight room building will be placed in the empty land between the existing rawhide facility and the existing skate park;
• The project will not change the operations of the facility in any way other than to update the facilities to modern standards;
• Minor changes to the adjacent parking lot to meet ADA requirements and to meet MiLB/MLB standards for bus drop off;
• Removal of one oak tree and a few other non-native trees to accommodate the expansion;
• Demolition and removal of the existing metal batting cage;
• Removal of existing fencing, as needed for the project;
• Demolition of the clubhouse doors, fixtures, and walls as needed for the remodel & expansion;
• New, 5,804 square foot (SF) metal building to house the pitching tunnel, team storage, equipment storage, and weight room;
• New, 1,290 SF attached addition to the existing clubhouse facilities;
• New fixtures, walls, doors, as needed for clubhouse remodel;
• ADA upgrades, electrical upgrades, plumbing upgrades, and fire protection system upgrades;
• Clubhouse HVAC system to be removed and replaced with rooftop package units;
• New batting cage to be unconditioned, and served by evaporative coolers;
• New air conditioned weight room;
• Site improvements including trash enclosure, parking area adjacent to trash enclosure, necessary interconnecting paths of travel, and grading;
• On-site parking stalls and directional markings;
• On-site landscaping for areas around new construction.
Progressive Design-Build Agreement with 4Creeks:
As explained at the October 7, 2024 City Council meeting, this project requires that it be fast-tracked to meet the aggressive schedule imposed by the MiLB/MLB. Should the required improvements not be completed by the designated time, MiLB/MLB may impose penalties and fines. 4Creeks has the ability to provide turn-key design and construction services known as design-build, and staff recommends that the City enter into a Progressive Design-Build Agreement with 4Creeks as an emergency sole source provider of these services. Design Build type contracting is available in certain specific types of contractual situations, including this type of project, a parks and recreations facilities construction project that costs over one million dollars. Design build contracts are awarded based on overall value, not simply lowest responsible bid. In this instance bidding out the project is unlikely to provide benefit to the City since the City needs to have the improvements completed by a specific date. 4Creeks is exclusively positioned to help the City and First Pitch Entertainment (FPE) meet the required schedule because previously FPE independently hired them to help create cost effective, conceptual clubhouse & batting cage layouts to meet the new MiLB/MLB requirements. 4Creeks worked extensively with the FPE staff to develop the approved concepts and worked judiciously to find creative ways to reduce the anticipated construction costs. They also developed a strategic schedule that will meet the MiLB/MLB imposed completion dates. The schedule proposes to split the two facilities into two tasks, which will allow construction to occur around the Rawhide’s 2025 play season. Task 1 includes completing the pitching facility construction documents for permitting by March 2025, with construction starting immediately afterwards and concluding by November 2025. Task 2 includes completing the clubhouse construction documents for permitting by July 2025, allowing the selective demolition of the existing pitching tunnel to start in August 2025. This demo needs to start immediately in August in order for the full clubhouse expansion and remodel to begin as soon as the team’s 2025 play season is over. Construction is then expected to be substantially complete by March 2026, in time for the team’s new 2026 play season. This 17-month schedule is very aggressive given the need to work around the team’s 2025 play season, but 4Creeks is in a position to meet these requirements. If the City moves forward with any type of bidding process, then it likely becomes impossible for the stadium to meet the MiLB/MLB standards within the required timeframe.
Entering into a Progressive Design-Build agreement with 4Creeks, Inc. at this time will allow them to complete their design and prepare their construction proposal for the batting cage early in 2025. This action is part of the critical path to keep the project moving successfully towards the March 2026 deadline. The Progressive Design-Build agreement includes the following two phases:
Phase 1 will include the following services:
a) The previously authorized design agreement dated November 6, 2024, for the sum of $420,000 and Contract Amendment No. 1, dated January 8, 2025;
b) Procurement of long-lead items, as previously authorized by the City Council. Any payments made for these items will be deducted from the proposed fee to be presented for Phase 2, Construction;
Phase 2 includes services related to Task 1 - Batting Cage & Related Site Work, and Task 2 - Clubhouse & Related Site Work. During Phase 2, 4Creeks will procure all remaining materials & equipment and perform construction of the project, including permitting, start-up, testing, commissioning, and the provision of warranty services.
Upon completion of each Task 1 and Task 2 from the Phase 1 services, 4Creeks will prepare and submit a construction proposal for each to the City for consideration. At that time, staff will return to the City Council to present the proposed construction costs for consideration. It’s estimated that construction costs for Task 1 - Batting Cage & Related Site Work will be ready early in 2025; and construction cost for Task 2 - Clubhouse & Related Site Work will be ready in the summer of 2025. The City will have the option at each of these times to accept the proposed construction fee, or to issue the PS&E package for additional bids.
At this time, staff recommends that the City Council authorize the City Manager to execute an emergency Progressive Design-Build agreement with 4Creeks, Inc. for an amount to be determined after Phase 1 (design) is complete, since they have integral knowledge and expertise related to the project and are committed to completing the work in the short timeframe required.
Construction Management Services Contract:
Staff recommends hiring Vanir to perform the construction management functions needed for this project. In 2020 the City of Visalia issued a Request for Proposals (RFP) to retain qualified firms to provide Construction Management (CM) services on an on-call basis for separate, individual projects, as needed. NV5, Inc., 4Creeks, Inc., and Vanir Construction Management, Inc. were selected and awarded the contracts based on the criteria listed in the RFP. Work is assigned to the firms based on a rotational basis to keep the workload balanced. Vanir is next in line on the list. Staff coordinated with Vanir to establish the required scope of services for the project, which will include a constructability and coordination plan review, document control, jobsite meetings, construction observation, construction progress review, schedule reviews, monthly payment reports, change order processing, claims avoidance, and close-out services for a fee of $221,150. This fee proposal is within the anticipated costs that were previously budgeted into the project. Vanir has provided construction management services to the City under this contract for the Basin G project; the Greenway Trail, between E. Mineral King and Mill Creek; Fire Station 56; and for the Peoples Basin Grading and has performed effectively. Staff recommends award of the Construction Management Services to Vanir for a fee of $221,150.
Fiscal Impact:
Authorization of the actions recommended in this staff report fall within the project budget established at the October 7, 2024, City Council meeting. At that meeting, the project was estimated at $5,235,000, (including a 15% construction contingency) which is greater than the $4,342,028 amount included in the agreement between the City of Visalia and First Pitch. The most recent engineer’s construction estimate has increased, and is currently $4,114,300 due to the following unforeseen additional work and cost increases:
• ADA Path: Additional site improvements are required to provide an accessible pedestrian path from the clubhouse & batting cage to the City’s right of way. This work was not included in the original Architect’s estimate but is required per the CA Building Code. The Architect worked with the City’s building division to identify the most cost-efficient path to meet the requirement, but it will still result in an increase. Estimated Added Cost: $90,000
• Electrical: Initially, the designer planned to obtain power for the batting cage from a new sub panel at the adjacent clubhouse. However, the preliminary design by the electrical engineer has identified the power source at the main switch gear located near Giddings Street. This is several hundred feet away from where originally planned, and will require approximately 700 linear feet of additional conduit. Estimated Cost Increase: $70,000
• Additional Concrete Work: The preliminary engineer’s estimate included work related to the clubhouse & batting cage but did not include the significant amount of concrete work needed to transition to the surrounding facility, including the concession stands, bathrooms, and adjacent seating areas. Transitions to those areas are required to meet ADA requirements, which means that more of the existing concrete will have to be removed and replaced to provide the flatter slopes required by the ADA codes. The preliminary design has found that over 13,000 square feet of existing concrete will have to be removed due to this, which was not included in the original estimate. Estimated Added Cost: $150,000.
• Miscellaneous Work: Through the course of design, the following items have been added to the estimate, which were not included in the previous estimate: tree demolition, wrought iron fence, landscaping, ADA parking improvements, and a glass roll-up door for the batting cage building. Estimated Added Cost: $51,500
The costs shown above are estimates and will be refined when the procurement and bidding process occurs. In addition, the Design-Builder will work to identify value-engineering opportunities as the design moves forward.
The construction costs for each Task will be updated at the conclusion of Phase 1 under the Design-Build agreement. 4Creeks currently estimates that the proposed cost for Task 1 - Batting Cage & Related Site Work will be ready for review and approval by the City Council as soon as the February 18th meeting, or by the March 3rd meeting. They estimate that the proposed cost for Task 2 - Clubhouse & Related Site Work will be ready for review and approval by the City Council by July 2025. Staff will return to the Council with the updated costs related to each Task as they are received from the Consultant.
In addition, the construction manager fee of $221,150 is less than the previously budgeted amount of $300,200 so no additional appropriations will be needed at this time. Following is the estimated project budget, updated with the proposed construction manager fee.
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TABLE 1 |
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Estimated Budget 1570-72000/CP0758-999 |
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Valley Strong Stadium |
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Clubhouse and Batting Cage/Pitching Tunnel |
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Design |
Cost |
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4Creeks Topographic Survey Services |
$11,500 |
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4Creeks Design Services |
$420,000 |
|
Contingency |
$75,100 |
|
Design Subtotal: |
$506,600 |
|
Estimated Construction Cost |
|
|
Building Rehab & Addition |
$2,432,500 |
|
Batting Cage/Pitching Tunnel Building |
$978,300 |
|
Site Work & Building Demo |
$342,000 |
|
Additional Work & Cost Increases |
$361,500 |
|
Subtotal |
$4,114,300 |
|
Construction Contingency |
$411,400 |
|
Estimated Construction Cost Subtotal |
$4,525,700 |
|
Construction Support |
|
|
Construction Manager - Vanir (this award) |
$221,150 |
|
Estimated Construction Survey Staking |
$41,100 |
|
Estimated Material Testing/Special Inspection |
$74,100 |
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Construction Support Subtotal |
$336,350 |
|
Estimated Project Cost |
$5,368,700 |
|
Current Budget |
$4,342,028 |
|
Potential Deficit |
($1,026,672) |
Although the construction management services came in under the previous estimate, the increases due to unforeseen additional work have contributed to an increase in the potential deficit. However, the City of Visalia - First Pitch agreement includes a budget of $7,656,698 for all the following projects: Clubhouse & Batting Cage; Outfield Fence & Padding; Batter’s Eye; and LED Lighting Upgrades. The lighting project has just wrapped up, and the outfield fence, padding, and batter’s eye project will be issued for construction bids early in 2025. Following is the updated summary of the anticipated total project expenses.
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TABLE 2 |
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Valley Strong Ballpark |
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SUMMARY |
|
|
|
|
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Lighting Final Cost |
|
|
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"MiLB Lighting Upgrades LED upgrade 8 poles + Accent Lighting 4 poles FINAL COST" |
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$845,118.82 |
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Lighting Total |
$845,120.00 |
|
|
|
|
|
Fence Estimate |
|
|
|
Outfield Fence +Red Barn + Padding Construction Cost Estimate: |
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$775,900.00 |
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Construction Contingency |
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$77,600.00 |
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Subtotal |
$853,500.00 |
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Support Costs Est. |
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$154,200.00 |
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Outfield Fence Total |
$1,007,700.00 |
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|
|
|
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Batter’s Eye Estimate |
|
|
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Batter's Eye Construction Cost Estimate: |
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$474,100.00 |
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Construction Contingency |
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$47,400.00 |
|
|
Subtotal |
$521,500.00 |
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Support Costs Est. |
|
$39,400.00 |
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Batter’s Eye Total |
$560,900.00 |
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|
|
|
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Clubhouse & Batting Cage Estimate |
|
|
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Clubhouse & Batting Cage Construction Cost Estimate: |
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$4,114,300.00 |
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Construction Contingency |
|
$411,400.00 |
|
|
Subtotal |
$4,525,700.00 |
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Support Costs Est. |
|
$842,950.00 |
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Clubhouse & Batting Cage Total |
$5,368,700.00 |
|
|
|
|
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Estimated Budget Total |
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$7,782,420 |
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COV - FPE Contract Budget |
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$7,656,698 |
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Potential Deficit |
|
$(125,722.00) |
The Support Costs shown on this table are estimates and generally include costs associated with consultants for the following services: design engineering, construction support, construction surveying, materials testing, construction management, and some contingency for these items. As previously noted, this overall estimate will be updated again as the prices come in from the outfield wall & batter’s eye construction bid process, and the batting cage & clubhouse bid process. In addition, 4Creeks will continue to look for cost savings opportunities as they move forward with the design.
Prior Council Action:
October 7, 2024: The City Council authorized the City Manager to execute a professional services agreement with 4Creeks, Inc., as a sole-source provider, for the design of the expansion and remodel of the clubhouse at the Valley Strong Stadium, in the amount of $420,000; to procure limited construction materials through 4Creeks during the design phase in an amount up to $1,100,000; and to appropriate $4,342,028 from the baseball fund.
Other: None
Alternatives: None recommended
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute an emergency Progressive Design-Build agreement with 4CGlobal, Inc. dba 4Creeks Build, Inc. for an amount to be determined; and to authorize the City Manager to award the construction management services to Vanir Construction Management, Inc. in the amount of $221,150.
end
CEQA Review: Environmental Document No. 2024-18, Notice of Exemption was filed at the Tulare County Assessor/Cleark-Recorder’s Office on May 9, 2024.
Attachments:
1. Location Map
2. 4Creeks Ownership Disclosure
3. 4Creeks draft DBIA Agreement
4. Exhibits
5. Vanir Ownership Disclosure
6. Vanir CM Scope of Services