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HomeMy WebLinkAbout09 - Balboa Village Project - Agreement AmendmentMay 8, 2001 COUNCIL AGENDA ITEM NO. 9 TO: Mayor and Members of the City Council FROM: Public Works Department SUBJECT: BALBOA VILLAGE PROJECT UPDATE AND APPROVAL OF AMENDMENT NO. 5 TO PSOMAS AGREEMENT RECOMMENDATIONS: 1. Receive and file project update report. 2. Approve Amendment No. 5 in the amount of $130,195 to the original Agreement with Psomas. The amendment provides for a fee increase to cover work beyond the original scope of services. The Amendment also provides for a time extension to the Agreement. PROJECT HISTORY At the February 22, 2000, City Council meeting, Staff was directed to solicit proposals for professional services to design pedestrian and streetscape improvements for the Balboa Village area. The Balboa Village project includes hardscape, landscape, and streetlight improvements for the Balboa Pier parking lot, pier plaza, Washington Street, Palm Street, Main Street, Bay Avenue, Balboa Boulevard, Ocean Front, and Peninsula Park. On May 23, 2000, Council authorized the City to execute an Agreement with Psomas to provide pre - design, design, and construction services for the Balboa Village Improvement Project for a fee of $493,131. The original scope of work includes: • Designing pedestrian and streetscape improvements • Preparing an odor assessment at Washington Street and Bay Avenue • Designing water, sewer, streetlight, and storm drain improvements There are several projects associated with the Balboa Village Project underway concurrently including: • Formation of an Underground Utilities Assessment District • Re- designing the Washington Street and Balboa Pier restrooms • Designing the landmark tower at the corner of Balboa Boulevard and Palm Avenue SUBJECT: Balboa Village Project Update and Approval of Amendment No. 5 to Psomas Agreement May 8, 2001 Page 2 Several studies associated with the project have been commissioned and completed: • A human health risk assessment for the methane and hydrogen sulfide emissions at Washington Street and Bay Avenue • A Negative Declaration for the project • A biological assessment for the new storm drain outFall at the north end of Washington Street • An analysis of the Ficus trees on Main Street with a complementary study by Staff on tree maintenance costs PROJECT PHASING The Village Project will take three years to construct with the first phase beginning in October 2001. Based on discussions with representatives from the Balboa Inn for the expansion of the hotel, Phase 1 has been modified to delay some of the proposed improvements in area of the Inn expansion. If the Inn receives approval for the project, perhaps in July 2001, then construction drawings will need to be prepared. Construction could conceivably begin early in 2002. The following are the major components to be constructed in each phase. Phase 1 — FY 2001 -2002 Construction of the Balboa Pier Parking Lot improvements (excluding the small metered parking area to the west of the proposed Inn expansion as well as the sidewalks on the south and east sides of the Inn expansion), Pier Plaza improvements, Main Street connection from the A Street Parking Lot, Balboa Boulevard improvements (from Adams Street to Main Street), and storm drain facilities in Washington Street. Phase 2 — FY 2002 -2003 Construction of the Oceanfront boardwalk and median area, Balboa Boulevard (from Main Street to A Street), and streetscape for Palm Street, Washington Street, and Main Street from Oceanfront to Balboa Boulevard. Phase 3 — FY 2003 -2004 Construction of streetscape for Palm Street, Washington Street, and Main Street from Balboa Boulevard to Edgewater Place, Bay Avenue streetscape (including an odor control system), and improvements for Peninsula Park. PROJECT STATUS The City received a third submittal of drawings and specifications from Psomas on March 23, 2001. The documents were reviewed and returned to Psomas on April 20, 2001. Factoring in the new tasks, the construction drawings are approximately eighty percent complete. Psomas is revising the drawings for resubmittal on May 23, 2001. SUBJECT: Balboa Village Project Update and Approval of Amendment No. 5 to Psomas Agreement May 8, 2001 Page 3 Comments were received from the California Coastal Commission and the City prepared and submitted a response to the Coastal Commission on April 5, 2001. Staff selected a concrete material called Lithocrete for use on this project. Staff is coordinating with a local supplier to prepare samples with the proposed materials, patterns, and colors for the sidewalks and roadways. Staff has begun the process to pre - qualify Lithocrete contractors. Based on an analysis of projected costs, adjustments are being made to keep construction costs within the allocated budget. The Army Corps of Engineers and the California Regional Water Quality Control Board are processing permit applications for the Village project. CONTRACT AMENDMENT NO. 5 Construction documents for the Balboa Village Project are being prepared by Psomas. The original contract amount with Psomas was $493,136. Amendments totaling $121,981 (24.7 percent of the original contract amount) have been previously approved for new planning and design tasks assigned to Psomas. Tasks covered by the previous amendments included: • Participating in expanded planning activities and working on design development for the streetscapes, Peninsula Park refurbishment, pier plaza redesign, and the landmark tower concept and preliminary design • Designing landscape areas for the pier plaza, Oceanfront median area, and Peninsula Park • Researching options for replacement street trees • Preparing parking design options for Bay Avenue • Preparing design options for Balboa Boulevard • Modifying the design for underground utilities Amendment No. 5 (attached with Psomas' tasks) for $130,195 has been reviewed by Staff for new design tasks and revisions. The added tasks to be provided are: 1. Design revisions for the storm drain alignment in Washington Street. 2. Planning and design for the storm drain outFall across Edgewater into Newport Harbor. 3. Design for a new storm drain tide gate and vault. 4. New design and design revisions for parking, hardscape, trees, landscape, traffic, and utilities improvements throughout the Village. 5. Adjustment to the drawings to accommodate a change in the limits of Phase 1 construction. 6. Supplemental survey. 7. Revisions to drawings to accommodate new construction phasing. 8. Project planning and coordination. SUBJECT: Balboa Village Project Update and Approval of Amendment No. 5 to Psomas Agreement May 8, 2001 Page 4 PROJECT SCHEDULE Staff anticipates signing the construction drawings by July 16, 2001, and awarding the contract on September 11, 2001. Construction is anticipated to begin by October 1, 2001. Amendment No. 5 extends the term of the contract to December 31, 2001. Funds are available for Amendment No. 5 in the following accounts: Description Account No. Amount Balboa Pier Parking 7022- C5100376 $ 77,070 Streetlight Replacement Program 7014- C5300035 11,440 Balboa Village Plan 7023- C5100543 11,685 CDBG Balboa Peninsula Revitalization 7161- C2700518 30,000 Total $130,195 Respectfully submitted, (IZD PUBLIC WORKS DEPARTMENT Don Webb, Director By: 21A� 2 Robe7 Stein, Project anager Attachment: Amendment No. 5 to Psomas Professional Services Agreement BALBOA VILLAGE IMPROVEMENT PLAN AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT WITH PSOMAS THIS AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT, entered into this day of , 2001, by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "CITY ") and Psomas, whose address is 3187 Red Hill Avenue, Suite 250, Costa Mesa, California, 92626, (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS: A. On May 23, 2000, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "AGREEMENT ", for final design and construction support services for the Balboa Village Improvement Project, hereinafter referred to as 'PROJECT'. B. CITY and CONSULTANT have entered into four separate AMENDMENTS of the AGREEMENT, the latest dated December 20, 2000. C. CITY desires to enter into this AMENDMENT NO. 5 to reflect additional services not included in the AGREEMENT or prior AMENDMENTS and to extend the term of the AGREEMENT to December 31, 2002. D. CITY desires to compensate CONSULTANT for additional professional services needed for PROJECT. E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. 5', as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. CONSULTANT shall be compensated for services performed pursuant to this AMENDMENT NO. 5 according to "Exhibit A" dated April 11, 2001 attached hereto. 2. Total additional compensation to CONSULTANT for services performed pursuant to this AMENDMENT NO. 5 shall not exceed one hundred thirty thousand, one hundred ninety -five and 00/100 dollars ($130,195.00). 2002. 3. The term of the AGREEMENT shall be extended to December 31, 4. Except as expressly modified herein, all other provisions, terms, and covenants set forth in AGREEMENT shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. 5 on the date first above written. CITY OF NEWPORT BEACH, A municipal corporation AN APPROVED AS TO FORM: Garold B. Adams, Mayor City of Newport Beach City Attorney ATTEST: By: LaVonne Harkless City Clerk Psomas Li'E f:\ users \pbw\shared\balboa village \agreements \psomas\amendment 5 041101.doc BALBOA VILLAGE IMPROVEMENT PLAN AMENDMENT NO. 5 - EXHIBIT A May 1, 2001 With PSOMAS 3187 Red Hill Avenue, Suite 250 Costa Mesa, CA 92626 As requested by the City, Psomas has been asked to perform new design and planning tasks for the Balboa Village Improvement Project including: • Design Revisions for the storm drain in Washington Street, • Design for a new storm drain tide gate and vault, • New design and design revisions for hardscape, landscape, and utilities improvements throughout the Village, and • Revisions to drawings to accommodate new construction phasing. The tasks are detailed below. Task 1 Redesign Storm Drain Line A in Washington Street (Task 1 Request $9,423) The proposed storm drain will be revised at the request of SCE to avoid some its facilities that will be very costly to relocate. Additionally, the City has decided to include in this project a new storm drain outfall across Edgewater into Newport Harbor. Psomas shall: a) Determine a new alignment to eliminate interference's between SCE facilities, b) Coordinate with the City and Ron Yeo for storm drain line alignment within the restroom plaza area, c) Coordinate with SCE for relocation of its facilities, d) Extend the system into Newport Bay including design of a new bulkhead penetration and pipe anchors, and removal of the existing facilities, e) Revise alignment as required by new tide gate (Task 2 below). f) Coordinate research for interfering utilities in Edgewater, g) Coordinate with the City and property owners for other interference's in Edgewater, h) Re- connect two existing catch basin in Washington Street to the new system, and i) Revise the specification for trenching, demolition, access and other requirement. F1UsemXPBNAShared \Ba11b0a Village \Agreements\Psomas\Amemdment 5 Exhibit A 050101.doc j) Coordinate with the City and Nuvis to relocate proposed trees on Washington Street between Balboa Boulevard and Bay Avenue. including coordination with Nuvis for the final location of trees on Washington Street north of Bay Avenue including the landscape area. This task also includes coordination with SCE regarding pipeline alignment and profile. Task 2 Tide Gate Planning and Design (Task 2 Request $12,684) Psomas shall perform site studies and coordinate with the City to locate the vault for the new tide -gate valve within the landscape area on the north end of Washington Street. The site plan will show the odor vent mast, tide gate vault and control pedestal, backflow valve, fire department connection, post indicator valve and connections to the two catch basins. The vault shall be located so that it does not impede pedestrian movements in Washington Street and Edgewater. Structural calculations shall be performed and details prepared for the new construction. A new electrical circuit for the tide gate shall be designed. Task 3 Planning Coordination Meetings (Task 3 Request: $3,465) At the request of the City, Nuvis attended seven coordination meetings to discuss options for the landscaping, landmark tower, hardscape materials and pavement pattern. A contingency of 18 hours for future meetings is included in this task. Task 4 Hardscape, Landscape and Utility Design Revisions for the Period January to April 2001 (Task 4 Request: $38,303) As requested by the City, Psomas shall perform the following new or revised design tasks: a. Modify the curb line on Balboa Boulevard near Edison vault. (Subtask request: $1,700) b. Provide a wall detail and horizontal control for the seat wall between the Pier Plaza and Peninsula Park. (Subtask request: $1,253) c. Prepare details to modify an existing french drain in the Pier Parking Lot based on information provided by the City. (Subtask request: $950) d. Prepare full improvements for the alley (plan and profile) linking Bay Avenue and Balboa Blvd between Washington St and Main Street (Subtask request: $3,482) e. Redesign the proposed water line in Washington Street to eliminate interference's between existing SCE facilities and proposed water improvements. (Subtask request: $2,000) f. Delete the proposed sanitary sewer replacement in Bay Avenue East from the plans. (Subtask request: $701) g. Prepare a salvage plan for the existing palm trees in the Balboa Pier Parking Lot. (Subtask request: $1,200) FAUsers\PBVV\Shared \Balboa Village \Agreements \Psomas\Amemdment 5 Exhibit A 050101.doc h. Shift the two parallel parking stall in front of the Pharmacy on Balboa Boulevard (Subtask request: $1,897) i. Revise landscape and hardscape design to accommodate changed parking on Balboa Blvd in front of pharmacy, driveway at Palm St, modified utility locations at restroom, planter at north end of Washington St to accommodate gas emission, relocate tree wells and planting areas between Adams and Palm on Balboa Boulevard (Subtask request: $3,100) j. Add trees to the Balboa Pier Parking Lot. The original design included removal of all trees within the interior of the Pier Parking Lot. Based on Council and community comments, trees will be installed within the parking lot interior in a geometric pattern that will not interfere with the new parking layout. The demolition and improvement plans, as well as the hardscape, planting and irrigation designs shall be revised to accommodate the change. (Subtask request: $3,336) k. Reduce tree well sizes on Balboa Boulevard and adjust paving patterns and hardscape plans to accommodate these changes. (Subtask request: $7,764) I. Design decorative elements for the meandering wall and conical pilasters along the Oceanfront boardwalk. Design to include footings and wall cap. Also, at the direction of the City, revise Pier Plaza geometry and decorative pilasters. (Subtask request: $3,375) m. Provide concept to provide trellises and vines for the area on Washington Street north of Bay Avenue. Provide a planting concept for the landscape area at the north end of Washington Street in order to accommodate the odor vent'mast'. (Subtask request: $2,000) n. Modify the loop detector in Balboa Boulevard at Main Street due to changes in the street geometry. (Subtask request: $1,650) o. Redesign the intersection between Main Street and Bay Avenue to construct Main Street north of Balboa Boulevard in Phase 2 rather than in Phase 3. The existing design is based upon a different phasing sequence. Because the finish elevations of the existing and proposed improvements are not identical at the new match line, the design shall be modified and a transition detail shall be created. (Subtask request: $1,200) p. Revise Balboa Boulevard improvements between Alley 220 (East of Main Street) and A• Street to construct this section in Phase 2 rather than Phase 1. The design of the project is somewhat dependent on how the project is phased. The City has indicated that some elements of the project initially planned in Phase 1 may be moved to later phases. This will require some adjustment to the street details at the interface between phases, changes in the traffic control plans, street light design and circuitry, and irrigation drawings. (Subtask request: $2,695) Task 5 Hardscape, Landscape and Utility Design Revisions Subsequent to the 95% Complete Submittal (Task 5 Request: $42,000) Based on the review of the 95 percent complete drawings, the City has indicated that the following list of changes to the project. Psomas will meet with the City to F: \Users \PBVV\Shared \Balboa Village \Agreements \Psomas \Amemdment 5 Exhibit A 050101.doc discuss the proposed additional work in detail. Prior to proceeding with any of the tasks listed below, Psomas will obtain written authorization from the City. a. Revise the storm drain lateral alignment in Palm Street between the catch basins and the main line in Balboa Boulevard. b. Revise the radius of the curb return on the northeast corner of the Balboa Boulevard Intersection with Palm Street. Design the intersection pattern to include lithocrete and stained concrete. The pattern will extend into the Landmark Tower Plaza area. This task also includes relocating a fire hydrant, traffic signal pole and conduit modifications, redesigning the handicap ramp, revising the phasing detail, and reworking the demolition plan and hardscape horizontal control plan, revising hardscape and landscape plans, revising the traffic signal modifications, and revising street signing and striping. c. Revise the Pier Parking Lot curb alignment at the ingress and egress points from Washington Street. The work includes revising the horizontal control plan, redesigning the handicap ramps, revising the demolition plan, revising the 10 -scale detail at Washington Street, revising the parking lot lighting, revising the traffic control plan, and revising the hardscape horizontal control plan, revising parking stalls within the lot. d. Revise the limits of Phase 1 and Phase 2 in the Pier Parking Lot to allow the Balboa Inn to construct modifications during the construction of Phase 1 improvements in the vicinity of Main Street and the parking lot frontage road. The work includes revising the improvement and demolition plans, creating a detail of the interim transition between the existing condition and the proposed Phase 1 improvements, revising the landscape / hardscape / irrigation designs, revising the traffic control plan, create interim traffic signing and striping, revising lighting circuits, revising the quantities, and revising construction estimate and specification for the area. e. Revise the plans to remove and replace selected sections of the AC paving in the Pier Parking Lot. The work includes modifying the parking lot improvement plan, revising the quantities and construction estimate, and revising the specification and bid item to address the proposed construction. f. Revise the parking lot design to include an island around the parking meters in the large parking lot between Palm Street and Washington Street South of Oceanfront. The work includes revising the improvement plan, horizontal control plan, hardscape horizontal control plan, revising the drainage pattern in the parking lot, revising the striping plan, and revising landscaping and irrigation plans. g. Revise the storm drain in Washington Street at Bay Avenue by adding a grate inlet in Washington Streetjust South of Bay Avenue. The work includes revising the storm drain plan, revising the intersection design, revising hydraulic calculations, and updating the quantities and construction estimate. FAUSers \PBMShared \Balboa Village \Agreements \Psomas\Amemdment 5 Exhibit A 050101.doc h. Design a sanitary sewer service lateral to the trash enclosure east of the new restroom on Washington Street. The work includes designing a detai for the enclosure, revising the finish grades around the enclosure, revising the specification, and updating the quantity and construction estimate. i. Design miscellaneous revisions to the improvement plans including revising catch basins 7 and 9 to City Standard 300 -L -A; moving the tree wells on Balboa Boulevard between Adam Street and Palm Street to the back of the sidewalk; and reducing the length of the median nose in the Pier Parking Lot by pulling it about 15 -feet to the north including relocating a proposed street light. j. Revise the patterns at Palm Street, Washington Street and Main Street intersections along Oceanfront. The work includes revising the hardscape horizontal control plan, along with the hardscape and landscape plans. Task 6 Additional Field Survey (Task 6 Request: $1,550) Additional survey is required beyond the right -of -way on Palm Street in order to design a driveway and two alley access - points to ADA standards. Task 7 Extend the 240 -Volt Street Light Circuitry Outside the Project Limits (Task 7 Request: $7,040) Austin Foust will design a 240 -volt street light circuit to replace the series circuit that lies outside the project area on Adams Street, Bay Avenue, Edgewater and A Street. Task 8 Project Planning and Coordination (Task 8 Request: $13,730) The original Psomas budget for Project Management addressed the coordination anticipated for the original scope of work. The design elements of the Balboa Village evolved over the course of the project in response to discussions and meetings by the Psomas team with City staff, the City Council, representatives of various businesses in the village, and other City consultants. Because the scope of the project changed as the improvement plans were being developed, substantial coordination efforts and costs have resulted. Initiating project changes involves researching design options, considering alternative design concepts, discussing and evaluating design suggestions by city staff, documenting the process, and distributing information to the city, consultants and other interested parties. These preparation efforts are not covered within specific design tasks. Additional costs have also resulted from ascertaining the impact of the proposed changes on the construction drawings and coordinating the added work with Psomas' subconsultants, City staff and other City consultants. F:\Users\PBVV\Shared \Balboa Village \Agreements \Psomas\Amemdment 5 Exhibit A 050101.doc In addition, there has been a significant effort by Psomas' Project Manager to prepare change orders in response to the City's requests for additional items of work. Psomas has developed cost estimates to provide additional requested services. This task involves developing a conceptual design, making site visits, calling sub - consultant or vendors for research, confirming assumptions and design parameters with city staff, developing labor hours, reproduction costs and other costs, and listing assumptions. The City has implemented about half of the options that they have requested Psomas to develop. Most recently, the City has requested further modifications (see Task 5) to the site plan, storm drain design, landscaping, parking lot modifications, street light modifications, phasing changes and other miscellaneous changes. Psomas has assumed an additional 30 hours of project management time to track and implement these changes. Finally, the project planning that is running concurrently with the design has stretched out the design schedule which does impact the project budget by adding meetings and coordination time. This requested task budget would cover this period through the July 15th 2001. Task 9 Reproduction: (Task 9 Request: $2,000) This task will provide a supplement to the reimbursables budget to accommodate the extra plan sets and documents that have been produced to support the ongoing design effort as well as the anticipated revisions to complete the construction documents. Total Fee Request for Amendment 5: $130,195 FAUsers \PBMShamd \Balboa Village \Agreements \Psomas\Amemdment 5 Exhibit A 050101.doc