Agenda Item Wording:
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Design Contract for Improvements at Walnut Ave/Lovers Lane Intersection - Authorize the City Manager to award a professional design services contract to QK, Inc., for the design of the traffic signal modification and intersection improvements at Walnut Avenue and Lovers Lanee.
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Deadline for Action: None
Submitting Department: Engineering & Building
Contact Name and Phone Number:
Adrian Rubalcaba, Associate Engineer, Adrian.Rubalcaba@visalia.city, (559)713-4507
Jason Huckleberry, Dept. Director, Jason.Huckleberry@visalia.city, (559) 713-4495
Department Recommendation:
Staff recommends that City Council authorize the City Manager to bypass the public bidding process and award a professional design services contract to QK, Inc., for the design and preparation of construction bid documents for the Traffic Signal Modification and Intersection Improvements at Walnut Avenue and Lovers Lane (CP0521), for an amount not to exceed $195,885.
Background Discussion:
The purpose of this project is to reduce traffic delay and improve operations at the Walnut Avenue and Lovers Lane intersection. The signalized intersection is currently operating in split phase operation due to the single lane configuration of the east leg on Walnut Avenue. The project objectives are to complete the ultimate design configuration of the major arterial intersection which will include traffic signal modifications, intersection widening including street widening improvements along the northside of Walnut Avenue (east and west of Lovers Lane), and striping modifications to accommodate 4-lanes of travel between Cedar and McAuliff Streets on Walnut Avenue; all to provide for an efficient and safe traffic flow of all modes of transportation through the intersection and Walnut Avenue corridor (see Exhibit A attached hereto for layout). The consultant scope will include the necessary technical services to develop the Plans, Specifications, and Cost Estimates (PS&E) to obtain bids for construction.
Prior Development:
The intersection of Walnut Avenue and Lovers Lane was evaluated as part of a Traffic Impact Study completed with the adjacent subdivision development, Quail River Subdivision (aka “Sequoia Trails”) on the southeast corner and was identified as needing to be modified to handle the associated traffic volume stemming from development. The signal modification improvements were conditioned as part of the subdivision development approval and the design was incorporated into the subdivision improvements plans produced by QK, Inc. The development would later be stalled by the process of acquiring right-of-way from the CalFire property, located at the northeast corner of the intersection, which is a crucial element to be able to complete the intersection and street expansion.
The CalFire site is state-owned property and due to the lengthy acquisition review and processing through the states’ Department of General Services (DGS), coupled with the City’s cost responsibility to reimburse the developer for these intersection improvements, it was agreed between City staff and Developer, Beazer Homes, that the signal modification and intersection improvements be omitted from the development conditions and in turn, City staff would develop a Capital Improvement Project (CIP) to continue with the acquisition process and complete the design and construction of the intersection and roadway improvements at a later time.
City Project Status:
City Council approved the CIP “Traffic Signal Modifications at Lovers Lane and Walnut Avenue” (CP0521) as part of the adoption of the FY 2022-23 and 2023-24 two-year budget cycle. CP0521 is a multi-funded project funded locally through the Transportation Impact Fee Fund (241) and Measure R Local Fund (131).
The project scope of work for the intersection improvements includes widening of the east leg of the intersection to two-lanes in both east and west directions, dedicated right-turn lanes, pedestrian crossings, overhead safety lighting, battery back-up system, video vehicle and bicycle detections system, emergency vehicle preemption equipment, ADA compliant curb ramp returns, curb and gutter, storm drainage, pavement, and other modifications typical of signal upgrades. The intersection will also incorporate new conduit and pull boxes making it ready to incorporate signal interconnect fiber and into the City’s Intelligent Transportation System (ITS) network in the future. Widening of the east leg of the intersection will also include improvements along the CalFire parcel frontage such as curb & gutter, sidewalk, SCE pole relocations, pavement, drive approach, and median improvements, but will also include onsite improvements consistent with the right-of-way negotiations between the City, CalFire, and DGS. Those onsite improvements will consist of, but may not be limited to, tree removal, irrigation and landscape repair, modification of gated entry, asphalt parking lot redesign, monument sign relocation, new fencing, and a 7-foot masonry wall. Additional work to the west of Lovers Lane, along the north side of Walnut Avenue, will include curb & gutter, sidewalk, and pavement improvements, completing the unimproved segment between the northwest corner commercial development and Cedar Street.
The environmental portion of the project is complete. A Categorical Exemption was filed with Tulare County on December 20, 2022 as Environmental Document No. 2022-58. Staff is currently coordinating with DGS and CalFire to process the purchase and sale agreement for the additional right-of-way take. Staff anticipates the acquisition will finalize and 100% design PS&E will be complete by the summer of 2024. However, due to the 12 to 18 month lead time for SCE to process, plan, and complete the transmission pole relocations, and that the City must obtain full right-of-way rights prior to any relocation request, construction cannot be scheduled until the beginning of 2025, following further coordination efforts with SCE at the time.
Bypass Public Bidding Process:
Staff recommends selecting QK, Inc. as the design consultant for this project as they are the engineers of record from the previous subdivision development and have produced 90% plan design for the majority of the signal modification and roadway improvements. However, these plans are required to be updated to current standards; ADA, incorporating ITS technologies, etc., as identified above. Additional work not part of the original plans also includes the onsite work on Cal Fire property and the road improvements west of Lovers Lane. The background and design progress thus far will allow for a seamless design transition for the City CIP. Therefore, City staff recommends bypassing of the public bidding process to select a consultant as it is believed there will be a cost savings associated with this option for the following reasons: 1) taking advantage of engineering work already completed for the area and location; 2) optimizing efficiencies by minimizing the level of effort and avoiding overlapping/reproduced work; and, 3) reducing staff time and costs involved in a Request For Proposal (RFP) process and delays to get SCE started
Fiscal Impact:
Design will be funded through Transportation Impact Funds (241) and Measure R Local Funds (131) budgeted for the project (CP0521). Additional funding for added work scope and construction and design cost increases has been submitted by staff with the upcoming FY 2024-25 budget cycle, therefore staff does not seek additional funding appropriation at this time. There are currently sufficient funds within the budgeted CIP to fund the contract award to QK, Inc.
Below is the summary of the project budget estimates:
|
Budget Summary |
Amount |
|
Design Consultant |
$ 195,885 |
|
City Staff PM |
$ 141,415 |
|
Land Acquisition / ROW |
$ 166,600 |
|
Construction |
$ 1,509,400 |
|
|
|
|
Total Project Costs (Estimated) |
$ 2,013,300 |
|
|
|
|
Current Budget |
|
|
Measure R Local (Fund 131) |
$150,000 |
|
Transportation Impact Fee (Fund 141) |
$605,000 |
|
Total Budget |
$755,000 |
|
|
|
|
Budget Deficit |
$(1,258,000) |
|
|
|
The total contract award to QK, Inc., will be in the amount not to exceed $195,885.00 to provide professional design services to produce the Plans, Specifications, and Cost Estimates (PS&E) to obtain bids for construction.
Prior Council Action:
April 1, 2019
CONFERENCE WITH REAL PROPERTY NEGOTIATORS (CA Government Code section 54956.8) Property Address: 1968 S Lovers Lane, (portion). Under Negotiation: Authority to negotiate price, terms and conditions of purchase. Negotiating Party for Owner: Department of General Services, Bahadur Mann and Cal Fire, Steven G Christensen. Negotiating Party for Buyers: City of Visalia, Nick Mascia, and Diego Corvera.
May 4, 2019
CONFERENCE WITH REAL PROPERTY NEGOTIATORS (CA Government Code section 54956.8) Property Address: 1968 S Lovers Lane, (portion). Property Address: 1968 S Lovers Lane (portion). Negotiating Party for Owner: Department of General Services (State Agency) Brian Lang and Cal Fire, Steven G Christensen. Negotiating Party for Buyers: City of Visalia, Curtis Cannon, Lupe Garcia, and Diego Corvera.
Other:
None.
Alternatives:
Solicit design services through a formal RFP process; likely adding 6-months or longer to the project schedule and prolonging early submittal opportunity to SCE for required pole relocations.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to bypass the public bidding process and award a professional design services contract to QK, Inc., in the amount not to exceed $195,885.00, for services as outlined within this report.
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Environmental Assessment Status:
A Categorical Exemption was filed with Tulare County on December 20, 2022 as Environmental Document No. 2022-58.
CEQA Review:
Categorical Exemption, Environmental Document No. 2022-58.
Attachments:
1. Vicinity Map
2. Exhibit A
3. Aerial Exhibit - CalFire Property