HomeMy WebLinkAbout08 - City Radio Tower Rehabilitation — NOC of Contract No. 7094-1 (16M13)January 10, 2017
Agenda Item No. 8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Ben Davis, Associate Civil Engineer, bdavis@newportbeachca.gov
PHONE: 949-644-3317
TITLE: City Radio Tower Rehabilitation — Notice of Completion of Contract
No. 7094-1 (16M13)
ABSTRACT:
On July 26, 2016, City Council awarded Contract No. 7094-1 (16M13), City Radio
Tower Rehabilitation project, to Petroleum Telcom, Inc. for a total contract cost of
$425,458.00 with a $42,500.00 allowance for contingencies. The required work to
rehabilitate the City Radio Tower is complete and staff requests City Council
acceptance and contract close out.
RECOMMENDATION:
a) Accept the completed work and authorize the City Clerk to file a Notice of
Completion for the project. (At the July 26, 2016 meeting, this project was found to
be exempt from the California Environmental Quality Act (CEQA) pursuant to
Section 15302);
b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the
Notice of Completion has been recorded in accordance with applicable portions of
the Civil Code;
c) Release the Faithful Performance Bond one year after the acceptance by the City
Council; and
d) Approve Budget Amendment No. 17BA-021 recognizing $180,000.00 in
reimbursement revenue from the County of Orange for City Radio Tower Project
Account No. 13501-431315-16M13, appropriating $180,000.00 to Account No.
13501-980000-16M13 and transferring expenditures in the amount of $180,000.00
from Account 75401-980000-16M13 to Account 13501-980000-16M13 to expense
the County's portion of the project.
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City Radio Tower Rehabilitation — Notice of Completion Contract No. 7094-1
January 10, 2017
Page 2
FUNDING REQUIREMENTS:
Funds for the construction contract were expensed from the following account:
Account Description
Account Number
Contingency
Amount
Water Enterprise (15%)
70101-980000-16M13
$
66,448.17
Wastewater Enterprise (5%)
71101-980000-16M13
$
20,606.06
800 MhZ Equipment (80%)
75401-980000-16M13
$
329,696.91
Change
Total:
$
416,751.14
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded
Final Cost at
Contingency
Actual
% Due to
% Due to
Contract Amount
Completion
Allowance
Contract
Directed
Unforeseen
Change
Change
Change
$425,458.00
$416,751.14
10% or less
-2.0%
-9.0%
+7.0%
Allowed Contract Time +
50
Actual Time
20
Approved Extensions days) =
Under (-) or Over (+)
The contract has now been completed to the satisfaction of the Public Works
Department. A summary of the construction cost is as follows:
Original bid amount:
Actual Cost of Bid Items Constructed:
Total Change Orders:
Final contract cost:
$425,458.00
$386,963.00
$29,788.14
$416,751.14
The City owns and operates a 320 -foot radio communications tower located at the City
Utilities Yard in West Newport. The tower is a critical communications link used by the
City for routine and emergency communication as well as by surrounding public safety
agencies, for emergency communications. The tower also provides a crucial
communication link between many of the City's facilities. This tower was approximately
50 years old and the completed rehabilitation will now allow the tower to operate for
another 50 years.
The County of Orange, through its Sheriffs Communication Division, is a partnering
agency with the City to improve the 800MhZ radio communication equipment located on
the City's tower. The County Reimbursement Agreement (Agreement), authorized by
City Council on July 26, 2016, is in progress to recognize a contribution of $180,000 to
cover approximately one third of the expenses. The Agreement was updated by the City
Attorney's Office and is currently under review by the County. The Agreement with the
County will offset a portion of the project's expenditures from the City's 800 MhZ
Equipment Fund when approved by Orange County Board of Supervisors.
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City Radio Tower Rehabilitation — Notice of Completion Contract No. 7094-1
January 10, 2017
Page 3
At the beginning of the project the City added the cost of renting a temporary tower to
the Contractor to maintain communications for the Utilities communication system. Work
went smoothly on the City Radio Tower and only minor changes were required due to
underground utilities encountered during deep excavations for the three guy anchors.
The County finished testing all connections and restored connections for the Police
Department on October 11 t", which was over a month ahead of schedule.
At the conclusion of the project, the actual cost of bid items constructed was $38,495.00
less than the original bid amount as a result of two bid items that we were able to
reduce. The bid item cost savings came by reducing the grounding system size due to
good soil conductance conditions. In addition to the cost reductions associated with
reduced bid item work, three change orders totaling $29,788.14 were approved as part
of the contract. The change orders included renting a temporary 120 foot high tower for
water utilities communications, relocating a gas line found at the southern guy anchor,
relocating one guy anchor excavation to avoid conflict with an abandoned 24 inch steel
water line, and addition of water production antenna to improve communications. These
contract adjustments resulted in the final contract cost coming in approximately 2.0
percent below the original bid amount.
A summary of the project schedule is as follows:
Estimated Completion Date per Baseline Schedule November 16, 2016
Project Awarded for Construction July 26, 2016
Notice to Proceed August 15, 2016
Actual Substantial Construction Completion Date October 17, 2016
The project was substantially completed as of October 17, 2016. Some miscellaneous
close-out items, operation and maintenance turnover, and post -substantial completion
activities have been finalized prior to this Notice of Completion action.
ENVIRONMENTAL REVIEW:
At the July 26, 2016 City Council meeting, the project was found to be exempt from the
California Environmental Quality Act (CEQA) pursuant to Section 15302(c)
(Reconstruction of existing facility involving negligible or no expansion of capacity) of
the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential to have a significant effect on the environment.
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The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Budget Amendment
17TH STREET
16TH STREET
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PROJECT LOCATION
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ATTACHMENT A
PRODUCTION PL
15TH STREET
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CITY RADIO TOWER REHABILITATION CIN OF NEWPORT BEACH
LOCATION MAP PUBLIC WORKS DEPARTMENT
C-7094-1 1 1/10/2017
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ATTACHMENT B
City of Newport ,Brach
BUDGET AMENDMENT
2016-17
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates
X Inc/Dec Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
X to unappropriated fund balance
EXPLANATION:
NO. BA- 17BA-021
AMOUNT:1 $180,040.04
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations to record a $180,000 contribution from the County of Orange
for the City Radio Tower Project. Equal amounts of expenditures will be transferred from the 800 MHZ fund into the Contributions
fund and funds will be returned to the 800 MHZ fund.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object Des&ption
754 300000 500 MHZ - Fund Balance
REVENUE ESTIMATES
Amount
Debit Credit
$180,000.00
Ofg C7_bieci Project Description
13501 431315 16M13 Contributions Fund/OC Contribution/ $180,000.00
City Radio Tower Rehabilitation
Project String F -16M13 -COUNTY -135-CONTRIB
EXPENDITURE APPROPRIATIONS
Signed
Financ
Signed:
Signed
UTS =1
r t
Approval: City Manager
City Council Approval: City Clerk
$180,000.00
-UNASSIGNED
$180,000.00
-UNASSIGNED
Automatic System miry.
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Date
Date
uaM
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Description
Org
Number
13501
Contributions Fund CIP
Object
Number
980000
CIP Expenditures
Project
Number
16M13
City Radio Tower Rehabilitation
Project String
E -18M13 -CONSTRUCT-135
Org
Number
75401
800 MHZ CIP
Object
Number
980000
CIP Expenditures
Project
Number
16M13
City Radio Tower Rehabilitation
Project String
E -16M13 -CONSTRUCT-754
Signed
Financ
Signed:
Signed
UTS =1
r t
Approval: City Manager
City Council Approval: City Clerk
$180,000.00
-UNASSIGNED
$180,000.00
-UNASSIGNED
Automatic System miry.
r -z0 _Itp
Date
Date
uaM
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