Committee discusses Tulare stairway design, utility coordination and tight RFP timeline

Karen Kinzer introduced the Tulare stairs project, describing it as roughly halfway through design and intended to improve pedestrian access and support grant applications for bike/ped improvements. She recused herself from part of the discussion, citing a potential conflict and indicating she would consult the city attorney.

Staff and committee members discussed subsurface utilities: public works will need to repair or "pipe burst" water and sewer lines under the proposed stairs before the city pours concrete or installs decorative features. That work is on the public‑works timeline and will affect when art elements can be added.

Committee members and nearby residents raised practical design concerns: some stairs run immediately adjacent to private front doors, creating privacy and access questions; members recommended that design documents and any RFP to artists address landings, door swing, privacy screening and where raised planters or benches may be placed. A resident suggested "a privacy screen" or planting to buffer doors that open onto the walkway.

Staff told the committee artists are typically procured through an RFP process that takes about seven to nine months from posting to council approval of contracts. That procurement timeline, combined with construction windows (spring/summer) and the grantor's requirement to have invoices submitted well before the grant deadline, means staff recommended starting work on RFP materials even while utilities funding is being finalized. "We have a 7 to 9 months to finalize and get it to council and have them approve those contracts for the art," a staff speaker said.

The committee discussed tradeoffs: issuing an RFP early has low direct cost but risks rework if utility plans change; waiting for utilities reduces contingency risk but may jeopardize grant deadlines. Staff also said the city had used a 20% contingency on a previous stair project and noted the committee can request a grant extension from the Santa Clara Valley Transportation Authority, though extensions are not guaranteed.

Action: The committee asked staff to develop an RFP timeline and to coordinate with public works on a sequencing plan that maps artist procurement to the construction window and grant invoicing requirements.