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Home My WebLink About09 - Balboa Village Streetscape ImprovementsTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report November 13, 2018 Agenda Item No. 9 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Patrick Arciniega, Senior Civil Engineer parciniega(a-)_newportbeachca.gov PHONE: 949-644-3347 TITLE: Balboa Village Streetscape Improvements — Award of Contract No. 7489-1 (17R11) ABSTRACT: Staff has received acceptable construction bids for the Balboa Village Streetscape Improvements project to restore or install new plants, trees, planters, trash receptacles and benches, as well as remove and replace existing damaged sidewalk and curb & gutter in Balboa Village. Staff requests City Council's approval to award the construction contract to Optima RPM. RECOMMENDATIONS: a) Find this project 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; b) Approve the project drawings and specifications; c) Award Contract No. 7489-1 to Optima RPM for the total bid price of $672,880.72, and authorize the Mayor and City Clerk to execute the contract; d) Approve Budget Amendment No. 19BA-016 appropriating $181,000.00 from the unappropriated Balboa Village Parking Management fund balance to Account No. 53501-980000-17R11 and $230,000.00 from the unappropriated Measure M Fair Share fund balance to Account No.12201-980000-17R11 for the Balboa Village Streetscape Improvements project; and e) Establish $33,000.00 (approximately 5 percent) contingency amount to cover the cost of unforeseen work not included in the original contract. 9-1 Balboa Village Streetscape Improvements — Award of Contract No. 7489-1 (17R11) November 13, 2018 Page 2 FUNDING REQUIREMENTS: Upon approval of the budget amendment, sufficient funding is available for this project. The following funds will be expensed: Account Description Account Number Amount Balboa Village Parking Mgmt 53501-980000-17R11 $ 477,000.00 Measure M Fair Share 12201-980000-17R11 230,000.00 Total: $ 707,000.00 Proposed fund uses are as follows: Vendor Purpose Amount Optima RPM Construction Contract $ 672,880.72 Optima RPM Construction Contingency $ 33,000.00 Various Printing & Incidentals $ 1,119.28 Total: $ 707,000.00 Staff recommends establishing approximately a five (5) percent contingency for unforeseen conditions associated with construction. DISCUSSION: The Balboa Village Advisory Committee (BVAC) was established by the City Council in September 2012 to oversee the timely implementation of the Balboa Village Master Plan. Proposed improvement plans for Balboa Village include an update to the Balboa Village Design Guidelines, development of a Wayfinding Sign Program to better direct motorists to parking facilities and pedestrians to surrounding attractions, and a streetscape improvement plan to refresh the public realm within the Village. The existing streetscape and public rights-of-way in Balboa Village are generally in good condition, but there is room for improvement. Since 2000, the City has invested over $12 million in the area, including new decorative sidewalks, street trees, and planters. This Streetscape Improvement Plan recognizes the public improvements already made in the area, but includes direction for an enhanced landscape/streetscape design plan which serves as the overarching theme for the area. The sidewalks and circulation system are already appropriate for the area, so current improvement efforts focus on landscaping, furniture, and lighting maintenance and replacement. The focus of this project will be to refurbish and restore the existing streetscape improvements originally installed between 2002 and 2004. Specifically, this project will replace all the large aging terra cotta planter pots with new matching planter pots in dark navy color, re -finish existing navy color planters in place, re -powder coat brackets of hanging planters, replace seasonal faux plants in the terra cotta hanging planters with new navy color pots and plants, enlarge palm tree wells where palms are out -growing and uplifting the lithocrete sidewalk, as well as install new trash receptacles and benches. 9-2 Balboa Village Streetscape Improvements — Award of Contract No. 7489-1 (17R11) November 13, 2018 Page 3 As part of the project, additional repairs to the existing village lithocrete hardscape are recommended. Several sections of lithocrete are currently uplifted due to adjacent landscaping, and are tripping hazards. Other areas have been cut into over the years for utilities and patched back with concrete. Since landscaping and irrigation maintenance is included in this rehabilitation plan, it was suggested to remove some of the lithocrete on Washington Street to allow more room for the growing palm trees, allow for additional landscaping and reduce the amount of lithocrete in the area without impacting the design theme. Additional lithocrete sidewalk repairs total approximately 1,600 square feet, which equates to $230,170 of the total project cost. Staff is recommending proceeding with streetscape improvement as noted above, including the additional lithocrete sidewalk repairs work. Funding will come from available BVAC parking revenues as well as Measure M funds. At 11 a.m. on October 11, 2018, the City Clerk opened and read the following electronic bids for this project: The low bid amount is 9.1 percent above the Engineer's Estimate of $616,500.00. The low bidder, Optima RPM, possesses a California State Contractors License Classification "A" and its subcontractor, Inland Empire Landscape, Inc., possesses a "C-27" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of projects for the City of Newport Beach and other public agencies. Pursuant to the Contract Specifications, the Contractor will have 90 consecutive working days to complete the work. Public notices and construction work is expected to begin with a soft start in December with the approval of the construction contract. Construction completion is scheduled for Spring 2019. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project 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. 9-3 BIDDER TOTAL BID AMOUNT Low Optima RPM $672,880.72 2nd United GLI $685,316.00 3rd Mariposa Landscapes, Inc. $703,600.89 4t" Marina Landscape, Inc. $790,190.00 5t" Environmental Construction, Inc. $825,353.18 6t" Aramexx Construction $898,125.00 7t" Yakar $971,835.00 The low bid amount is 9.1 percent above the Engineer's Estimate of $616,500.00. The low bidder, Optima RPM, possesses a California State Contractors License Classification "A" and its subcontractor, Inland Empire Landscape, Inc., possesses a "C-27" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of projects for the City of Newport Beach and other public agencies. Pursuant to the Contract Specifications, the Contractor will have 90 consecutive working days to complete the work. Public notices and construction work is expected to begin with a soft start in December with the approval of the construction contract. Construction completion is scheduled for Spring 2019. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project 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. 9-3 Balboa Village Streetscape Improvements — Award of Contract No. 7489-1 (17R11) November 13, 2018 Page 4 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 NE ATTACHMENT A 6 LIMITS OF WORK ®® NTS BALBOA VILLAGE LANDSCAPING IMPROVEMENTS LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-7489-1 1/13/18 9-5 ATTACHMENT B City of Newport Beach BUDGET AMENDMENT 2018-19 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 19BA-016 AMOUNT:j $411,000.00 This budget amendment is requested to provide for the following: To increase expenditure appropriations from the Balboa Village Parking Management unappropriated fund balance and the Measure M Fair Share unappropriated fund balance for the Balboa Village Streetscapes Improvements project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Obiect 535 300000 122 300001 REVENUE ESTIMATES Org Object Project EXPENDITURE APPROPRIATIONS Org Object Project 53501 980000 17R11 12201 980000 17R11 Description BV Parking Mgmt - Fund Balance Measure M - Fund Balance Description Description BV Parking Mgmt - Balboa Village St 17R11 -Construct -535 -Unassigned Measure M - Balbao Village St. 17R11 -Construct -122 -Unassigned Signed: ( �, lr4 „( { Financial Approval: Finance Director Signed: Signed: AdminKtrp(lve Approval: City Manager City Council Approval: City Clerk Amount Debit Credit $181,000.00 $230,000.00 . Automatic System $181,000.00 $230,000.00 // - 7 - LA Date Date Date Increase in Budgetary Fund Balance ANDX Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance ONE-TIME? F'] Yes No This budget amendment is requested to provide for the following: To increase expenditure appropriations from the Balboa Village Parking Management unappropriated fund balance and the Measure M Fair Share unappropriated fund balance for the Balboa Village Streetscapes Improvements project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Obiect 535 300000 122 300001 REVENUE ESTIMATES Org Object Project EXPENDITURE APPROPRIATIONS Org Object Project 53501 980000 17R11 12201 980000 17R11 Description BV Parking Mgmt - Fund Balance Measure M - Fund Balance Description Description BV Parking Mgmt - Balboa Village St 17R11 -Construct -535 -Unassigned Measure M - Balbao Village St. 17R11 -Construct -122 -Unassigned Signed: ( �, lr4 „( { Financial Approval: Finance Director Signed: Signed: AdminKtrp(lve Approval: City Manager City Council Approval: City Clerk Amount Debit Credit $181,000.00 $230,000.00 . Automatic System $181,000.00 $230,000.00 // - 7 - LA Date Date Date