Agenda Item Wording:
title
Notice of Completion for Caldwell Avenue Improvement Project - Authorize the City Manager to file a Notice of Completion for the Caldwell Avenue Improvement Project from Akers Street to Shady Street.
body
Deadline for Action: 6/17/2024
Submitting Department: Community Development
Contact Name and Phone Number: Eric Bons, Senior Civil Engineer, Eric.Bons@visalia.city <mailto:Eric.Bons@visalia.city>, (559) 713-4350 Dolores Verduzco, Financial Analyst, Dolores.Verduzco@visalia.city <mailto:Dolores.Verduzco@visalia.city>, (559) 713-4540 Jason Huckleberry, Engineering and Building Director, Jason.Huckleberry@visalia.city <mailto:Jason.Huckleberry@visalia.city>, (559) 713-4495.
Department Recommendation:
Staff Recommends the City Council authorize the City Manager to file the Notice of Completion for the Caldwell Avenue Improvement Project from Akers Street to Shady Street.
Background Discussion:
Yarbs Grading and Paving Inc. was awarded the construction contract for the Caldwell Avenue Improvement Project (3010-72000/CP9485-999) from Akers Street to Shady Street on October 3, 2022 in the amount of $8,816,521.00. This project is part of the larger Avenue 280 (Caldwell Ave) corridor widening project sponsored by Tulare County Association of Governments (TCAG), the City of Visalia, County of Tulare, City of Farmersville, and the City of Exeter. The Avenue 280 project extends from State Route 99 to the City of Exeter. The larger project is being constructed in stages and by different agencies. The Caldwell Avenue Improvement Project from Akers Street to Shady Street reconstructed the roadway pavement, installed raised median islands, sidewalk, curb, gutter, traffic signal interconnect conduit, and streetlights.
The roadway improvements consisted of reconstructing the roadway with new aggregate base material and new hot mix asphalt pavement. In the process of reconstructing the roadway there were various utilities to be relocated and some new facilities installed. Some of the new facilities included additional streetlighting, irrigation sleeves to the new raised medians for future landscaping, and traffic signal interconnect conduit.
The original construction contract awarded to Yarbs Grading and Paving, Inc. was in the amount of $8,816,521.00. The final construction cost including the construction change orders totaled $9,253,618.23. The total construction change orders amounted to $437,097.64 (4.96%). The following is a breakdown of the construction contract changes.
Errors & Omissions (E&O) $ 19,876.09 0.23%
Utilities (UT) $ 210,107.30 2.38%
Balance of Quantities (BQ) $ (134,655.32) -1.53%
Unforseen Conditions (UN) $ 298,516.95 3.39%
Owner Directed Change in Scope (CofS) $ 43,252.62 0.49%
TOTAL: $ 437,097.64 4.96%
Errors and Omissions
The majority of these costs were the result of a subcontractor not including the cost of the streetlight poles. After review, the plans were slightly ambiguous, and the cost was split 50/50 between the City and the Contractor. Additionally, the construction plans did not address the necessary striping at Crenshaw Street at the intersection with Caldwell Avenue.
Utilities
The contractor performed additional potholing to determine the location and depth of the existing utilities for the purpose of relocation or protection of the existing utilities during the construction process. The contractor discovered an existing concrete farming irrigation pipe that had been abandoned in the past but not removed, this conflicted with the structural section of the roadway and had to be removed. Other conflicts were addressed during the construction process to rectify conflicts with SCE underground lines, removal of abandoned conduits, and the removal of existing pavement associated with the utilities.
Balance of Quantities
There were fifteen bid items that increased from the original bid quantity and five bid items that decreased from the original bid amount for a net savings of $134,655.32. A credit was issued to the City due to the decrease in price for the oil used in the hot mix asphalt pavement. This credit resulted in cost savings associated with the items included in the Balance of Quantities.
Unforseen Conditions
To minimize the street closure and reduce impacts to the public, the reconstruction of the major intersections was changed to utilizing a 12 ½ inch hot mix asphalt structural section while providing the structural strength to support the volume of traffic. An abandoned drainage culvert was discovered at the intersection of Caldwell Avenue and Chinowth Street, the culvert was removed and backfilled. Additional cement was needed in the full depth reconstruction (FDR) of the roadway to achieve the structural strength necessary for this arterial roadway traffic volumes. The existing streetlighting within the project limits were not functioning and the wiring was replaced to make the streetlights operational.
Owner Directed Change in Scope
The City updated the overhead safety lighting at the five signaled intersections within the project limits, installed two sewer laterals to vacant parcels located at the southeast corner of Caldwell Avenue at County Center to avoid cutting into the new roadway, paved an additional area of Demaree Street south of Caldwell Avenue, and other minor modifications to the project.
Fiscal Impact:
The construction project (CP9485) is multi-funded with an adopted budget of $12,213,735 as reflected in the table below.
Funding Table:
|
Fund No. |
Fund Account |
Amount |
|
111 |
Gas Tax |
$66,763 |
|
113 |
SB1 RMRA |
$5,869,550 |
|
131 |
Measure R Local |
$1,115,790 |
|
133 |
Measure R Regional |
$4,179,557 |
|
141 |
Measure N |
$830,060 |
|
511 |
Information Services |
$152,015 |
|
|
Budget Amount: |
$12,213,735 |
Project Cost:
|
Item No. |
Cost Items |
Amount |
|
1 |
Construction Cost -Awarded |
$8,816,521 |
|
2 |
Construction Change Orders |
$437,097 |
|
3 |
Design Costs - Consultant |
$453,239 |
|
4 |
Design Costs - City Staff |
$340,000 |
|
5 |
Right of Way |
$131,000 |
|
6 |
Construction Management - Consultant |
$410,100 |
|
7 |
Construction Surveying & Inspection & Project Management |
$310,000 |
|
8 |
Material Testing |
$159,000 |
|
9 |
Permit Fees |
$30,180 |
|
10 |
Misc. project costs (Utilities setup fees, SWRCB fees, tree removal, weed abatement, etc.) |
$34,000 |
|
|
|
|
|
|
Total Project Cost: |
$11,094,137 |
|
|
|
|
|
|
Project Surplus Budget (Estimate): |
$1,092,598 |
Project cost savings are mainly attributed to the construction contract change orders being less than the construction contract contingency of $1.3M estimated at the time of award. Any funds remaining after project completion will be returned to the fund from which they originated.
Prior Council Action:
April 3, 2023 Staff presentation of proposed construction change orders and the associated proposed construction phasing revisions.
October 3, 2022 Award construction contract for Caldwell Avenue Improvements from Akers Street to Shady Street.
June 20, 2022 Authorize SB1 Road Maintenance and Rehabilitation Account (RMRA) funds.
September 7, 2021 Authorized the City Manager to execute and agreement with 4 Creeks, Inc. to provide construction management services for the Caldwell Improvement Project from Akers to Shady Street in the amount of $410,100.
August 16, 2021 Accepted the staging plan presentation and approved nighttime work as proposed in the staff report and with proper public noticing
Other: None
Alternatives: None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to file the Notice of Completion for the Caldwell Avenue Improvement Project from Akers Street to Shady Street.
end
Environmental Assessment Status: Completed.
CEQA Review: Final Environmental Impact Report (FEIR) - State Clearinghouse #2008081126, Notice of Determination (NOD) - Receipt TC0663.
Attachments:
1. Location Map
2. Contractor Disclosure Form.