HomeMy WebLinkAbout11 - Police Department Parking Lot Maintenance — Award of Contract No. 7901-1 (25F02)Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
January 14, 2025
Agenda Item No. 11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Tom Sandefur, Assistant City Engineer - 949-644-3321,
tandefur@newportbeachca.gov
TITLE: Police Department Parking Lot Maintenance — Award of Contract
No. 7901-1 (25F02)
ABSTRACT -
The City of Newport Beach received construction bids for the Police Department Parking
Lot Maintenance project. Staff requests City Council approval to award the construction
contract to Elegant Construction Inc., of Irvine. This project will rehabilitate the existing
employee parking lot and expand the front public parking area at the Police Department's
headquarters, located at 870 Santa Barbara Drive.
RECOMMENDATIONS:
a) Find this project exempt from the California Environmental Quality Act (CEQA)
pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, California
Code of Regulations, Title 14, Chapter 3, because this project has no potential to have
a significant effect on the environment;
b) Approve the project plans and specifications;
c) Award Contract No. 7901-1 to Elegant Construction Inc., for the total bid price of
$585,000 for the Police Department Parking Lot Maintenance, and authorize the
Mayor and City Clerk to execute the contract; and
d) Establish a contingency of $88,000 (approximately 15% of total bid) to cover the cost
of unforeseen work not included in the original contract.
DISCUSSION:
Maintenance and site modifications are needed at the Police Department facility, located
at 870 Santa Barbara Drive, as part of the Fiscal Year 2024-25 Facilities Maintenance
Master Plan (FMMP) Program. Particularly, the Police Department has lacked adequate
parking for employees and the public for many years, forcing some employees to park
outside of the gated perimeter and on adjacent side streets, as well as requiring visitors
to occasionally park across Santa Barbara Drive in the bank lot. The project includes
slurry sealing the parking lot to keep it in good working condition, providing increased
parking by restriping the lot, adding additional public parking to the front lot, and making
additional upgrades to provide required Americans with Disabilities Act (ADA) access
from the public sidewalk.
Police Department Parking Lot Maintenance Project —
Award of Contract No. 7901-1 (251`02)
Agenda Item No. 11
Page 2
On November 5, 2024, at 2 p.m., the City Clerk opened and read the following bids for
this project:
BIDDER TOTAL BID AMOUNT
Low Elegant Construction Inc. $ 585,000
2nd Venture Construction & Management $ 699,500
3rd PaveWest Inc. $ 701,479
The City received three bids for this project. The apparent low bidder, Elegant
Construction Inc., possesses a California State Contractor's License Classification "A",
as required by the project specifications. A review of the contractor's references shows
satisfactory completion of similar contracts for other public agencies including the
City of Irvine, the City of Huntington Beach, and the South Orange County Community
College District.
The apparent low bid received from Elegant Construction Inc. was approximately 46%
over the engineer's estimate of $400,000. This bid was identical to its previous bid that
was rejected on October 8, 2024. Unlike in the first bidding effort, Elegant Construction
Inc. now provided required documentation showing relevant experience. The low bid also
came in higher than the engineer's estimate due to higher than anticipated asphalt paving
costs, which staff believes is likely associated with the smaller size of the paving area.
Pursuant to the contract specifications, the contractor shall have 60 consecutive working
days to complete the project. Work is scheduled to start in February 2025.
The project plans and specifications will be available for review at the January 14, 2025,
City Council meeting or upon request.
FISCAL IMPACT:
The adopted Capital Improvement Program budget includes sufficient funding for the
award of this contract. It will be expensed to the Facilities Maintenance Master Plan
(General Funds) accounts in the Public Works Department, 57101-980000-25F02.
The following funds will be expended:
Account Description
Facilities Maintenance Master Plan
Proposed fund uses are as follows:
\/anrinr
Elegant Construction Inc.
Elegant Construction Inc.
Various
Account Number
57101-980000-25F02
Purpose
Construction Contract
Construction Contingency
Printing & Incidentals
Total:
Amount
$ 675,000
Amount
$ 585,000
$ 88,000
$ 2,000
$ 675,000
Staff recommends establishing $88,000 (approximately 15% of total bid) for contingency
purposes and unforeseen conditions associated with construction.
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Police Department Parking Lot Maintenance Project —
Award of Contract No. 7901-1 (25F02)
Agenda Item No. 11
Page 3
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) 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).
ATTACHMENT:
Attachment A — Location Map
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ATTACHMENT A
Newport Beach Police Station
Video Surveillance System
Replacement
a
NOT TO SCALE
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
LOCATION MAP
C-9500-1 7/9/2024
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