Agenda Item Wording:
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Award & Appropriation of Funds for Fiber Optic Interconnect Improvements: Authorize the City Manager to award the construction contract with MP Next Level for RFB 23-24-15, Fiber Optic Interconnect Improvements: Ben Maddox Way, Demaree Street, and Houston Avenue in the amount of $1,110,181.30; authorize additional appropriations of funds; and authorize amendment of the Measure R Supplemental Agreement.
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Deadline for Action: None
Submitting Department: Community Development
Contact Name and Phone Number:
Cody McLaughlin, Associate Engineer, Cody.Mclaughlin@visalia.city, 713-4595
Dolores Verduzco, Financial Analyst, Dolores.Verduzco@visalia.city, 713-4540
Rebecca Keenan, Senior Civil Engineer, Rebecca.Keenan@visalia.city, 713-4541
Jason Huckleberry, Engineering and Building Department Director, Jason.Huckleberry@visalia.city, (559) 713-4495
Department Recommendation:
Staff recommends that the City Council:
1. Authorize the City Manager to award a contract with MP Next Level for RFB 23-24-15 for the Fiber Optic Interconnect Improvements: Ben Maddox Way, Demaree Street, Houston Avenue (3010-7200/CP0513-999) in the amount of $1,110,181.30; and
2. Authorize an appropriation of additional CMAQ funds in the amount of $39,000; and
3. Authorize an appropriation of additional Measure R Regional (133) funds in the amount of $104,000 from the Measure R Regional (133); and
4. Authorize the City Manager to amend the Measure R Supplemental Agreement.
Background Discussion:
In January 2021, the City of Visalia submitted applications to Tulare County Association of Governments (TCAG) for Congestion Mitigation and Air Quality (CMAQ) Improvement Program grant funding. These applications were for traffic signal interconnect improvements at various locations to include: Houston Avenue, Ben Maddox Way, and Demaree Street. The City was awarded $1,097,000 in CMAQ grant funding for construction.
In February of 2022 the City Council authorized the City Manager to receive and appropriate the awarded CMAQ funds for this project totaling $1,097,000. In addition, the City Council authorized the City Manager to execute a Measure R Supplement Agreement with TCAG to utilize $247,000 of Measure R Regional funds for this project.
In August of 2022 the contract for consultant design services was awarded to JLB Traffic Engineering. The bid package was completed for bid in 2023 and advertised for construction in February of 2024. If awarded, the project is estimated to begin construction in July with approximately 3 months of construction.
This project improvements will include 5.5 miles of fiber optic cable installation in existing conduit, 0.5 miles of new conduit and new fiber optic cable installation, and connection of 13 traffic signals to the fiber optic system. Project Improvements are located along Demaree Street (Caldwell Avenue to Campus Avenue), Ben Maddox Avenue (Goshen Avenue to St Johns Parkway), Houston Avenue (Demaree Street to Gidding Street). The completion of this project will expand the connectivity of the City’s fiber optic traffic signal network as well as reduce emissions through minimizing delays at intersections.
Bidding Process:
The City of Visalia issued a formal Request for Bids (RFB) to solicit construction services for the RFB 23-24-15. On March 14, 2023 city staff received five (5) bids from the following contractors:
No. Contractor Location Base Bid
1. MP Next Level Maple Lake, MN $1,110,180.30
2. Dynamic Electrical Merced, CA $1,361,754,.03
3. HLE Inc Colton, CA $1,552,098.60
4. AC Electric Visalia, CA $1,697,004.10
5. Sebastian . Fresno, CA $1,973,986.36
The apparent low bidder is MP Next Level, Bids have been reviewed and references have been verified. Staff were able to make contact with two of the three references, which were The City of Palo Alto and The City of Modesto. The scope of work that MP Next Level performed for these two agencies included installation of conduit for fiber optic improvements, open trenching, directional boring, and backfill and paving restoration. After review of bids and refence checks staff recommends the contractor can perform the work for the project.
Bid Cost Analysis
All competitive bids were within on average 15% percent from one to the next, and the low bidder was within 15% of the engineer’s estimate. Refer to fiscal impact section for expansion on the project budget and appropriation request.
Fiscal Impact:
The initial budget for this project was established in 2021, when the CMAQ grant application was submitted to the state, using an engineer’s estimate prepared in 2021. The engineer’s construction estimate was again updated in 2024, just prior to the release of the RFP, and indicated there would be potential increases needed to the established budget. This was confirmed with the received Bid proposals for construction, which came in close range to the 2024 engineer’s estimate, but still resulted in a project fund deficit. Refer to the Project Budget Summary below.
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Traffic Signal Interconnect Improvements at Various Locations Budget Summary (CP0513): |
|
|
Project Cost: |
CMAQ Funds (281) |
MR Regional Funds |
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Design (JLB Traffic Engineering): |
$122,908.59 |
|
$122,908.59 |
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City Staff Costs : |
$54,000.00 |
|
$54,000.00 |
|
Construction: |
$1,310,000.00 |
$1,136,000 |
$174,000 |
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Total Cost: |
$1,486,908.59 |
$1,136,000 |
$350,908.59 |
|
Total Available Funds |
$1,344,000.00 |
$1,097,000 |
$247,000.00 |
|
Funds Deficit: |
($142,908.59) |
($39,000) |
($103,908.59) |
|
Appropriation Request |
$143,000 |
$39,000 |
$104,000 |
Due to the above-identified budget deficit, staff recommends the appropriation of a total of $143,000.00 from the funds identified in the above table for the completion of this project.
Staff collaborated with TCAG to increase the federal CMAQ funds to this project up to $39,000 while maintaining the City’s initial local match commitment for construction. CMAQ funds require a minimum local match of 11.47 percent. The appropriation of an additional $104,000 from the Measure R Regional Fund (133) is recommended to meet the City’s local match amount. An amendment to the Measure R Supplemental Agreement is needed to increase the Measure R Regional funds allocated towards this project.
Prior Council Action:
August 15, 2022
Council authorized the City Manager to enter into a contract with JLB Traffic Engineering for professional consulting services for the Demaree Street, Houston Avenue, and Ben Maddox Avenue Traffic Signal Interconnect Improvements Project in the amount not to exceed $122,908.59.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to Authorize the City Manager to enter into a contract with MP Next Level for RFB 23-24-15 for the Fiber Optic Interconnect Improvements: Ben Maddox Way, Demaree Street, Houston Avenue Project (3010-7200/CP0513-999) in the amount of $1,110,181.30, authorize an additional appropriation of $39,000 in CMAQ funds and $104,000 from the Measure R Regional Fund (133), and authorize the City Manager to amend the Measure R Supplemental Agreement.
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Environmental Assessment Status:
Categorical Exemption
CEQA Review:
Categorical Exemption
Attachments:
MP Next Level Ownership Disclosure Form
Project Location Maps