Agenda Item Wording:
title
Authorize the City Manager to execute an agreement with NV5, Inc. to provide the construction management services for the Downtown Streetlight Project (CIP 1410-72000/CP0345-999) and the Downtown Pavement Rehabilitation Project (CIP 2390-72000/CP0373-999) in the amount of $644,233.00.
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Deadline for Action: None
Submitting Department: Public Works
Contact Name and Phone Number:
Eric Bons, Senior Civil Engineer, eric.bons@visalia.city, 713-4350
Frank Senteno, City Engineer, frank.senteno@visalia.city, 713-4331
Department Recommendation:
Authorize the City Manager to execute an agreement with NV5, Inc. to provide construction management services for the Downtown Streetlight and Pavement Rehabilitation Project.
Background Discussion:
The Downtown Street Light Project consists of replacing a 70+ years old lighting system in Downtown Visalia with a modern lighting system that meets current industry standards. The project will replace the existing system with a new multi-functional streetlight system which will provide greater serviceability, updated infrastructure per industry standards, lower operational costs, and an aesthetically pleasing finished product. In addition, the project also will include installation of multiple underground conduits to provide for future lighting and communication needs. The Downtown Pavement Rehabilitation Project will install ADA parking, ADA pedestrian ramps, and pavement rehabilitation. The installation of multiple underground conduits with this project takes advantage of construction efficiencies and minimize construction disruptions in the future.
The City established an on-call list of three construction management firms to aid in managing the numerous construction projects underway. The list was developed through RFP 20-21-18. Firms submitting proposals were interviewed and rated. Three firms were chosen for the on-call list: NV5, Inc., 4Creeks, Inc., and Vanir Construction Management, Inc.; NV5, Inc. is in the rotation to manage these projects. 4Creeks, Inc. was recently awarded the Caldwell Avenue Improvement Project from Akers Street to Shady Street in September 2021 and Vanir Construction Management Inc. was awarded the Ave 288 Reconstruction & Wastewater Treatment Plant Onsite Improvements Project in October 2021.
For these projects, NV5 will provide construction management services, aid in public outreach efforts, provide inspection services for nighttime work, and provide other construction related services if needed. The Lockwood Agency is a sub-consultant to NV5 on this project, to provide the public outreach components associated with this project. The construction management service provided by NV5, Inc. for the Downtown Streetlight and Pavement Rehabilitation project is approximately 15% of the estimated construction cost. NV5’s construction management fee is similar to the percentage charged for the Santa Fe at Tulare Avenue Roundabout Project and the Akers Street and Hwy-198 Improvement Project. These two projects also include a public outreach component due to the complexity of each project. In addition, each project required the constant attention of the construction management to ensure all the various construction phases were executed in an orderly fashion for the completion of each project. The same attention to detail is needed for this project.
Fiscal Impact:
The Downtown Street Light Project (CP0345) was established as a capital improvement project and was approved as part of the FY 2018-19 & 2019-20 budget; with the project budget divided over the two fiscal years. The streetlight portion was funded using Measure N Funds with $2,250,000 allocated in each year for a total project budget of $4,500,000. Council approved an additional $2.4M of Measure N funds for the streetlight project in March 2021. The total project budget for the downtown streetlight project, funded by Measure N is $6.9M . The pavement rehabilitation project is funded by the SB1 Road Maintenance fund with a total budget of $1,379,000 for the design and construction of the pavement rehabilitation and ADA-compliant curb ramps, sidewalk, and parking stalls.
The construction management contract in the total amount of $644,233 will be funded by both the CP0345 Downtown Streetlight Project (Fund 141) and CP0373 Downtown Pavement Rehabilitation Project (Fund 113). The table below shows the budget summary for both downtown projects and distribution of construction management costs:
Downtown Streetlight Project (CP-0345)
Project Funding:
Measure N Fund (141) - Streetlighting $6,900,000
Total Project Funding: $6,900,000
Project Costs:
Design Staff Time $300,000
Design -Consultant (QK Inc.) $460,590
Construction Management -Staff Time (Estimated) $196,000
Streetlight Procurement $822,050
Construction Management (NV5, Inc.) $515,386
Construction -Streetlighting (Estimated) $3,500,000
Construction Contingency (Estimated 15%) $525,000
Total Project Costs: $6,319,026
Summary:
Total Project Funding: $6,900,000
Total Project Cost: $6,319,026
Approximate Funding Remaining: $580,974
Downtown Pavement Rehabilitation Project (CP-0373)
Project Funding:
SB1 Funding (113) - Pavement Rehabilitation $1,379,000
Total Project Funding: $1,379,000
Project Costs:
Design Staff Time $56,230
Design -Consultant (QK Inc.) $325,388
Construction Management -Staff Time (Estimated) $49,000
Construction Management (NV5, Inc.) $128,847
Construction -Pavement Rehabilitation (Estimated) $1,700,000
Construction Contingency (Estimated 15%) $255,000
Total Project Costs: $2,514,465
Summary:
Total Project Funding: $1,379,000
Total Project Cost: $2,514,464
Approximate Funding Remaining: -$1,135,464
The project shortfall is based on current estimated construction costs. The budget will be re-evaluated at the award of the construction contract to address any funding deficiencies. The actual construction cost will be known once the project is advertised and the bid proposals have been reviewed. The overall cost increase is higher due to material cost escalation since originally budgeted in addition to more accurately reflecting a better understanding of costs based on a detailed engineering set of plans and estimate. Note that a good proportion of the cost difference is due to a high level of custom work requisite to meet existing conditions along Main Street in the downtown area. This is especially evident in the unique parking stall, pedestrian ramp, and/or related sidewalk work at approximately 50-locations along Main Street between Willis and Santa Fe Avenues. This work is highly detailed in order to maintain the existing character, match existing conditions, while meeting code compliance. Staff is working to identify funds to cover the additional costs and contingency for construction. This information, along with the itemized cost of construction, will be brought before the City Council at time of award.
Prior Council Action:
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 BFP on 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)
Other:
None
Alternatives:
Do not use the on-call list and conduct a separate RFP for construction management services.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute an agreement with NV5, Inc. to provide the construction management services for the Downtown Streetlight Project and the Downtown Pavement Rehabilitation Project in the amount of $644,233.00.
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Environmental Assessment Status:
No NEPA Environmental Assessment required for this project.
CEQA Review:
Categorical Exemption, Section 15301(c), issued February 06, 2020, for the Downtown Streetlight Project.
Attachments:
Ownership Disclosure Statement.
Downtown Streetlight Project Location Map
Downtown Pavement Rehabilitation Project Location Map