Agenda Item Wording:
title
Notice of Completion - Authorize the City Manager to file a Notice of Completion for the Construction of Groundwater Recharge Basin G project at the East Side Regional Park site and to appropriate or return funds as indicated in this report.
body
Deadline for Action: 2/18/2025
Submitting Department: Community Development
Contact Name and Phone Number:
Rebecca Keenan, Senior Civil Engineer, (559) 713-4541
Christopher Crawford, City Engineer, (559) 713-4331
Jason Huckleberry, Engineering & Building Director, (559) 713-4495
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to file a Notice of Completion for the Construction of Groundwater Recharge Basin G project at the East Side Regional Park (ESRP) site and to appropriate or return funds as indicated in this report.
Background Discussion:
On December 19, 2022, the City Council awarded the construction contract for RFB 20-21-38 to Emmett’s Excavation, Inc. in the amount of $5,150,913.50 and approved change order number one in the reduction amount of $582,069.00 for the civil construction of Groundwater Recharge Basin G at the East Side Regional Park. This contract did not include the grant required Landscape & Irrigation (L&I) of the Basin, which was issued for bids separately. On March 4, 2024, the City Council authorized staff to file a partial notice of completion for the basin portion only, in order to allow the City to start using it for potential upcoming groundwater opportunities. Construction of the whole project is now complete, including Well No. 1, Well No. 2, a high-density polyethylene (HDPE) trenchless bore underneath Packwood Creek, trail, parking lot, and miscellaneous park amenities.
Construction Changes:
The City Council awarded this contract to Emmett’s Excavation in the amount of $5,150,913.50. The final Emmett’s Excavation construction cost included eighteen (18) construction change orders for a total cost of $5,062,700.65. The total construction change orders amounted to -$88,212.85, or -1.7% of the construction cost, as shown below.
|
Classification |
Cost |
Percent |
|
Errors & Omissions (E & O) |
$60,518 |
1.20% |
|
Utilities (UT) |
$0 |
0.00% |
|
Balance of Quantities (BQ) |
$117,945 |
2.30% |
|
Unforeseen Conditions (UN) |
$25,606.47 |
0.50% |
|
Owner Directed Change in Scope (CoS) |
-$292,282.32 |
-5.70% |
|
TOTAL: |
-$88,212.85 |
-1.70% |
The following section summarizes the individual changes to the project by their classification.
Errors & Omissions (E&O)
Increase $60,518.00
Changes due to errors and omissions were from increasing the size of specified steel casing from 60” to 72”; a credit to the City for noncompliant pavement cross slopes; and the addition of electrical parts to the wells that were in included in the specifications.
Balance of Quantities (BQ):
Increase $117,945
The project has an earthwork Balance of Quantities for 26,210 cubic yards of additional earthwork due to shrinkage and settlement that occurred during construction.
Unforeseen Conditions (UN):
Increase $25,606.47
There were three unforeseen conditions items resulting in a change order. The contractor recommended using the hydroseed method, instead of the drill seed method to apply seed because it results in better germination success; there was additional earthwork grading required at the well sites to level the area prior to drilling; and the public damaged an existing metal swing gate, which had to be removed and replaced to restrict access to the site.
Owner Directed Change in Scope (CoS):
Decrease -$292,282.32
The City of Visalia had owner requested changes to the project which included cost savings measures such as deleting revegetation improvements that were covered by other contract bid items; substitutions for less costly materials such as DG colors; and reductions due to reconfiguring the debris and borrow areas to reduce the contractor’s anticipated import amounts. There were also items added by the City, such as storm pipe, and fittings for future connections; park amenities; increasing the depths of the two wells; miscellaneous pipe, materials, and components for the well;, and providing an HDPE bore under Packwood Creek for the separate irrigation main. The total between the deleted and added items resulted in a net decrease of costs related to owner requested change in scope.
Fiscal Impact:
This project is multi-funded and has a current budget of $7,126,533, including $1,568,708 from a Prop 1 Grant. The total budget includes the landscape & irrigation of the basin, which was constructed by a different contractor. The budget summary shown below shows the complete costs for both the Civil Construction work done by Emmett’s Excavation and the Landscape & Irrigation work done by the other contractor.
There is currently a surplus balance shown in Table 1below. However, since the project is multi-funded, some of the surplus will be returned to the fund that had less expenses, while other funds will require an additional appropriation. This can be seen in Table 2 below.
TABLE 1
|
Budget - Basin G |
|
|
|
Funding Source |
|
Proposition 1 Grant |
$1,568,708 |
|
132 Measure R Trails |
$517,937 |
|
211 Recreation Facilities Park Impact |
$2,072,158 |
|
224 Groundwater Recharge |
$2,913,347 |
|
261 Waterways Capital Fund |
$54,383 |
|
Total Funds |
$7,126,533 |
|
Project Cost |
|
Pre-Construction Costs |
$90,255 |
|
Design Costs |
$587,184 |
|
Construction Costs |
|
|
Civil Construction Contract (Emmett’s Excavation) |
$5,150,913.50 |
|
Civil Construction Change Orders |
-$88,212.85 |
|
Landscape & Irrigation (L&I) Construction |
$672,656.45 |
|
L&I Change Orders |
$33,739.05 |
|
Construction Support |
$464,713.00 |
|
Construction Total: |
$6,233,809.00 |
|
Total Project Costs |
$6,911,248.00 |
|
|
|
|
Balance (Surplus) |
-$215,285 |
In the following table a negative number represents a return to a fund and a positive number represents an additional appropriation amount.
TABLE 2
|
Basin G Funds |
Fund % |
Project Cost |
Current Budget |
Appropriation or Return to Fund |
|
Match Funding |
77% |
|
|
|
|
Measure R Trails |
10% |
$523,161 |
$517,937 |
$5,224 |
|
211 Park Impact |
39% |
$2,100,750 |
$2,072,158 |
$28,592 |
|
224 Groundwater Recharge |
50% |
$2,657,330 |
$2,913,347 |
-$256,017 |
|
261 Waterways Capital |
1% |
$61,300 |
54,383 |
$6,917 |
|
Subtotal of Match |
100% |
$5,342,541 |
$5,557,825 |
-$215,284 |
|
|
|
|
|
|
|
Prop 1 Grant |
23% |
$1,568,708 |
$1,568,708 |
-- |
|
|
|
|
|
|
|
Total Project |
100% |
$6,911,249 |
$7,126,533 |
-$215,284 |
|
|
|
|
|
|
|
Balance to Funds |
|
|
|
-$215,284 |
Prior Council Action:
• May 20, 2024 - Council voted to authorize the City Manager to award the Landscape & Irrigation Construction contract to Quality Landscape Construction Inc., in the amount of $672,656.45.
• March 4, 2024 - Council voted 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.
• 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: None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to Authorize the City Manager to file a Notice of Completion for the Construction of Groundwater Recharge Basin G project at the East Side Regional Park (ESRP) site and to appropriate or return funds as indicated in this report.
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