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CITY OF
z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
August 13, 2019
Agenda Item No. 5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Bob Stein, Assistant City Engineer, rstein@newportbeachca.gov
PHONE: 949-644-3322
TITLE: Bayview Heights Drainage Project — Notice of Completion for
Contract No. 7109-1 (15X11)
On May 22, 2018, City Council awarded Contract No. 7109-1, Bayview Heights Drainage
Project to Jeremy Harris Construction Inc. (Jeremy Harris) of Riverside. The work is now
substantially complete and staff requests City Council acceptance of the project and close
out of the contract.
RECOMMENDATION:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion
for the project;
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; and
c) Release the Faithful Performance Bond one year after acceptance by the City Council.
FUNDING REQUIREMENTS:
The current adopted budget included sufficient funding for this project. The construction
contract was expensed from the following accounts within the budget:
Account Description
Measure M Competitive
Tidelands Maintenance
Tidelands CIP
General Fund
Account Number
1230052-980000-15X11
10001-980000-15X11
1001-980000-18X02
01080801-811008
Total:
Amount
$274,921.94
$70,117.01
$46,993.95
$223.00
$392,255.90
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Bayview Heights Drainage Project — Notice of Completion for Contract No. 7109-1
(15X11)
August 13, 2019
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DISCUSSION:
Overall Contract Cost/Time Summary
Awarded
Final Cost at
Contingency
Actual
% Due to
% Due to
Contract
Completion
Allowance
Contract
Directed
Unforeseen
Amount
Change
Change
Change
$313,874.70
$392,255.90
10% or less
25%
20.5%
4.5%
Allowed Contract Time
Actual Time
including approved time
224
Under (-) or Over (+)
0
extensions (days)
This challenging project repaired a deeply eroded hillside area that has experienced
runoff scour for over 50 years. With the erosion depths reaching 20 feet, the City, in
partnership with two private property owners and the County of Orange, installed 520
lineal feet of 24 -inch diameter reinforced concrete pipe from Mesa Drive to a newly
constructed vegetated detention basin designed for energy dissipation and sediment
capture. Eroded areas were filled and the hillside slope revegetated to provide erosion
protection.
Construction commenced on August 20, 2018, but was almost immediately halted when
gnatcatcher fledglings were observed on site. Construction restarted in earnest again on
October 10 (thirty additional working days were added to the contractor's time of
performance). The contractor cleared the site including the accumulated dense
vegetation and debris at the canyon bottom. At that time the volume of the eroded hillside
was discovered to be severely underestimated. Several thousand yards of suitable
material were imported to the project site without charge to the City. However, additional
costs to the project were incurred for the on-site placement and compaction of this
additional material.
In May 2019, the City Manager authorized raising the contingency allowance to
$78,381.20 (approximately 25 percent) as provided for by Council Policy F-14 to ensure
adequate funds were available to complete the project. Total final construction costs for
this project were $392,255.90, which is approximately 25 percent over the original
contract amount. The contractor required several weeks for this additional work and an
additional fifteen working days were added to the contractor's time of performance.
Fill and grading operations were just completed when a severe winter storm (75 -year
storm event) struck Newport Beach on December 8. The contractor spent the next two
weeks installing additional erosion control measures and other steps to secure the newly
imported material from washing away. Thereafter, as rain storms continued on almost a
weekly basis during last years' above average rainfall season, further construction
activities were not possible and work was discontinued until the rain season was finished
and the site had time to dry out. It should be noted that while the newly filled hillside slope
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Bayview Heights Drainage Project — Notice of Completion for Contract No. 7109-1
(15X11)
August 13, 2019
Page 3
had not yet been planted, very little sediment was eroded from the site during this heavy
storm season. The newly installed drainage system and detention basin performed very
well in preventing any residual sediment from washing into the bay.
Construction was reinitiated on June 10, 2019. The irrigation system, plants and
hydroseed were installed and the project was deemed substantially completed on July
3, initiating the start of the 120 -day Plant Establishment and Maintenance Period.
Three change orders were issued for additional concrete work, supplemental erosion
control during the storm season, modifications to the irrigation and planting plan, and
costs associated with additional mobilization after the storm season.
A summary of project schedule milestones follows:
Project Award for Construction: May 22, 2018
Notice to Proceed August 20, 2018
Originally Scheduled Completion Date October 29, 2018
Contract Completion Date with Approved Extensions: July 3, 2019
Actual Substantial Construction Completion Date: July 3, 2019
The contract has now been completed to the satisfaction of the Public Works
Department. A summary of the contract costs is as follows:
Original Bid Amount: $313,874.70
Actual Cost of Bid Items Constructed: $320,668.00
Total Change Orders: $ 71,587.90
Final Contract Cost: $392,255.90
ENVIRONMENTAL REVIEW:
On March 13, 2018, City Council found this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15333 (Small Habitat Restoration
Projects) and Section 15304 (Class 4 Minor Alterations to Land) of the CEQA Guidelines,
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
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Location Map
Attachment A
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-8046-1 1 08/13/19
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