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Home My WebLink About13 - Newport Elementary Playfield�EWPO CITY OF z NEWPORT BEACH cA<<FOPL, City Council Staff Report February 27, 2018 Agenda Item No. 13 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Patrick Arciniega, Senior Civil Engineer parciniega@newportbeachca.gov PHONE: 949-644-3347 TITLE: Newport Elementary Playfield - Award of Contract No. 8150-2 (17P15) ABSTRACT: Construction bids have now been received for rehabilitation of the Newport Elementary Playfield project. Staff requests City Council's approval to award the construction contract to GMC Engineering, Inc., California. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15332 (in -fill development projects) 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; b) Approve the project specifications; c) Award Contract No. 8150-2 to GMC Engineering, Inc. for the total bid amount of $520,520.00 and authorize the Mayor and City Clerk to execute the contract; d) Establish a contingency of $52,000.00 (approximately 10% of Total Bid) to cover the cost of unforeseen work not included in the original contract; and e) Approve Budget Amendment No. 18BA-025 appropriating $163,000.00 from the Oceanfront Encroachment Fund unappropriated balance to Account No. 01201939- 980000-17P15; and transferring $200,000.00 from 10001-980000-17P15 to 01201939-980000-17P15 for the Newport Elementary Field Rehabilitation project. FUNDING REQUIREMENTS: The Budget Amendment records and appropriates $163,000 in increased expenditure appropriations from unappropriated Oceanfront Encroachment Fund and exchanges existing Tidelands Maintenance funding for Oceanfront Encroachment funding. 13-1 Newport Elementary Playfield - Award of Contract No. 8150-2 (17P15) February 27, 2018 Page 2 Upon approval of the proposed budget amendment, sufficient funding is available for the award of this contract. The following funds will be expensed: Account Description Oceanfront Encroachment Contributions - NMUSD Account Number 01201939-980000-17P15 $ 13501-980000-17P15 $ Total: $ Amount 363,000.00 250,000.00 613,000.00 Staff recommends establishing approximately ten (10) percent for contingency purposes for unforeseen conditions associated with construction. Proposed fund uses are as follows: Vendor GMC Engineering, Inc. GMC Engineering, Inc. Geocon West, Inc. Tot Lot Pros Various DISCUSSION: Purpose Construction Contract $ Construction Contingency $ Materials Testing $ Equipment Relocation $ Printing & Incidentals $ Total: $ Amount 520,520.00 52,000.00 20,000.00 19,000.00 1,480.00 613,000.00 The Newport Elementary School field is a moderately sized field that lies west of the school between the Oceanfront Boardwalk and the Pacific Ocean. This field is heavily used year-round. It is the Elementary School's primary play field during the school year. When school is not in session, the public uses the field as a park. Due to the fields' close proximity to the ocean and exposure to sea breezes, sand is continually blown onto the adjacent playground and turf grass field. Overtime, this nuisance sand retards grass growth, and creates uneven berms. The Newport Mesa Unified School District (NMUSD) maintenance staff works to keep the field green and remove windblown sand; however the field has reached a point where it now needs to be completely regraded and re -turfed. The current Capital Improvement Program budget includes Tidelands funds and a $250,000 contribution from NMUSD to re -grade the field, replant the surface with sand tolerant low water use sod, and construct protective measures to minimize sand intrusion onto the field. These features will lower the on-going maintenance cost and extend the life of the grass and playability of the field. The proposed budget amendment exchanges the currently approved Tidelands funds for Oceanfront Encroachment funds and adds additional appropriation from the Oceanfront Encroachment fund in order to complete the project. Construction will begin over the 2018 Spring Break. The contractor will complete the remaining work through the remainder of the school year. Sod establishment will take place over the summer and the contractor is scheduled to maintain the sod through the next school year, at which point it will be handed back over to NMUSD for permanent maintenance. 13-2 Newport Elementary Playfield - Award of Contract No. 8150-2 (17P15) February 27, 2018 Page 3 At 10:00 a.m. on February 14, 2018, the City Clerk opened and read the following bid for this project: The City received multiple bids for this project and the low bid is 4 percent above the Engineer's Estimate of $500,000.00. The low bidder possesses a Classification "A" California State Contractors License as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for other public agencies. GMC Engineering, Inc. has also successfully completed many projects for the City and recently completed the Central Avenue Plaza Revitalization C-8197-1 project in the City. This proposed project consists of regrading play field, replanting field with sod, construction of new wall around field and flatwork to improve the boardwalk alongside the field. Pursuant to the contract documents, the Contractor will have 85 consecutive working days to complete the work. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15332 (in -fill development projects) 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. NOTICING: 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 13-3 BIDDER TOTAL BID AMOUNT Low GMC Engineering, Inc. $ 520,520.00 2nd ABNY Gen Engineering $ 531,200.00 3rd Environmental Const. Inc. $ 583,838.00 4th KASA Const. Inc. $ 661,795.00 5th Horizons Const. Co. $ 657,778.69 6th JMJ Const. $ 718,045.00 7th LA Engineering Inc. $ 723,960.00 The City received multiple bids for this project and the low bid is 4 percent above the Engineer's Estimate of $500,000.00. The low bidder possesses a Classification "A" California State Contractors License as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for other public agencies. GMC Engineering, Inc. has also successfully completed many projects for the City and recently completed the Central Avenue Plaza Revitalization C-8197-1 project in the City. This proposed project consists of regrading play field, replanting field with sod, construction of new wall around field and flatwork to improve the boardwalk alongside the field. Pursuant to the contract documents, the Contractor will have 85 consecutive working days to complete the work. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15332 (in -fill development projects) 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. NOTICING: 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 13-3 w w ry U) d- T BALBOA BLVD W NEWPORT ELEMENTARY SCHOOL Q ATTACHMENT A w w co r NEWPORT ELEMENTARY SCHOOL FIELD RENOVATION LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8150-1 13-4 ATTACHMENT B City of Newport Beach BUDGET AMENDMENT 2017-18 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 18BA-025 AMOUNT:j $363,000.00 X Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance ONE-TIME? Yes No This budget amendment is requested to provide for the following: To appropriate funding from the Oceanfront Encroachment Reserve for the Newport Elementary School Field Maintenance project and to return the initial project appropriation for the project from Tidelands Operating Fund. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object 010 330010 100 300000 REVENUE ESTIMATES Description General Fund - Oceanfront Encroach Res Tidelands Operating Orq Object Description EXPENDITURE APPROPRIATIONS Org/Object 10001 Org/Object 01201939 Org/Object Org/Object Signed: 411 Description 980000 Tidelands Operating - Newport EI Field 17P15 -Unassigned -100-Unassigned 980000 General Fund Parks CIP - Newport EI Field 17P15 -Unassigned -012-Unassigned FinanciaMpproval: Finance Di Signed: ^�. C%•._ kL, Administrativ Approval: City Manr Amount Debit Credit $363,000.00 $200,000.00 $200,000.00 Automatic $363,000.00 Date 214* Date Signed: City Council Approval: City Clerk Date 13-5