HomeMy WebLinkAbout17 - C-3527 - Balboa Village Improvements Phase 2September 24, 2002
CITY COUNCIL AGENDA
ITEM NO. 17
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: BALBOA VILLAGE IMPROVEMENTS PHASE 2 - AWARD OF CONTRACT NO.
3527
RECOMMENDATIONS:
1. Approve the plans and specifications for Phase 2 construction.
Award Contract No. 3527 to Hillcrest Contracting, for the Total Bid Price of $2,840,899.97,
and authorize the Mayor and the City Clerk to execute the contract.
3. Approve a Budget Amendment appropriating $392,500 from CDBG 108 Loan Proceeds to
Balboa Village Phase 2, Account No. 7161- C5100543
4. Approve a Budget Amendment appropriating $68,000 from the Circulation and
Transportation Fund Balance to Account No. 7261- C5200703 - Balboa Village Phase 2.
5. Approve a Budget Amendment appropriating $25,150 from the Gas Tax Fund Balance to
Account No. 7181- C5100543 - Balboa Village Phase 2
OVERVIEW
The Balboa Village Improvements are being constructed in three phases. Psomas completed
construction drawings and specifications for all three phases in May 2001.
Construction of Phase 1 was completed on May 30, 2002, and included the reconstruction of
Balboa Boulevard, the Pier Parking Lot, the Pier Plaza, and the connecting road from the 'A'
Street Parking Lot. The total cost of Phase 1 was approximately $4.5 million. The Balboa Pier
and Washington Street Restrooms were built as a separate contract in tandem with the Village
Phase 1 improvements and were funded with the proceeds of the American Trader Oil Spill
settlement.
For Phase 2, drawings and specifications were revised to reflect as -built information from the
Phase 1 construction and to eliminate Lithocrete street pavement on Palm Street. Phase 2 is
for the construction of street pavement, sidewalks, landscaping, street furniture, and street
lighting on:
• Main Street (from the Pier Plaza to the Balboa Pavilion)
• Washington and Palm Streets (from Oceanfront to Balboa Boulevard)
• Oceanfront (from A Street to Adams Street)
SUBJECT: BALBOA VILLAGE IMPROVEMENTS PHASE 2 - AWARD OF CONTRACT NO. 3527
September 24, 2002
Page: 2
Additionally, new streetlights will be installed on Edgewater, East Bay Avenue, and
Washington Street - north of Balboa Boulevard. A water main will be constructed in the alley
behind the theatre from Main Street to Palm Street.
Phase 2 Improvements will be constructed concurrently with several other projects in the
Village area including:
1. Installation of a Southern California Edison vault in Main Street (October, 2002).
2. Expansion of the Balboa Inn (expected to start January, 2003).
3. Reconstruction of the sewer pump station on Balboa Boulevard at 'A' Street (starting
February, 2003).
CONTRACTOR BIDS FOR PHASE 2
At 2:00 P.M. on July 31, 2002, the City Clerk opened and read the following bids for this
project:
TOTAL BID AMOUNT
$2,840,899.97
$2,877,142.80
$3,126,336.65
$3,133,229.40
$3,185,728.40
$3,188,933,40
"Corrected Bid Amount
The low total bid amount is fourteen percent above the Engineer's Estimate of $2.5 million.
The low bidder, Hillcrest Contracting, Inc., possesses a General Engineering Contractor "A"
License as required by the project specifications. Hillcrest Contracting has not performed work
within the City, however, references provided favorable reviews of Hillcrest Contracting's work
on projects of similar size and scope. Many of Hillcrest Contracting's subcontractors (Shaw &
Sons, Orange County Striping, F.J. Johnson) have satisfactorily completed projects for the
City.
PHASE 2 CONSTRUCTION
Construction of Phase 2 is anticipated to commence the week of October 7, 2002. A pre -
construction meeting will be scheduled as soon as the City approves the contract documents and
receives a project schedule from the Contractor.
Meetings with the Balboa Merchants and Owners Association and the Peninsula Point
Association are occurring on a regular basis to keep everyone updated on the proposed Phase 2
improvements. Engineers are also meeting with the business owners and the Post Office to
discuss business access and delivery options.
FUNDING
Funds in the amount of $2,355,000 are available within the FY2002 /03 CIP for this project. An
additional $392,500 is available for this project from the CDBG 108 Loan. Staff is recommending
appropriation of these additional CDBG loan proceeds to the Balboa Village project. Staff is also
BIDDER
Low
Hillcrest Contracting
2
Griffith Company
3
PALP, Inc. dba Excel Paving
4
LA Engineering
5
GCI Construction
6
Sequel Contractors
TOTAL BID AMOUNT
$2,840,899.97
$2,877,142.80
$3,126,336.65
$3,133,229.40
$3,185,728.40
$3,188,933,40
"Corrected Bid Amount
The low total bid amount is fourteen percent above the Engineer's Estimate of $2.5 million.
The low bidder, Hillcrest Contracting, Inc., possesses a General Engineering Contractor "A"
License as required by the project specifications. Hillcrest Contracting has not performed work
within the City, however, references provided favorable reviews of Hillcrest Contracting's work
on projects of similar size and scope. Many of Hillcrest Contracting's subcontractors (Shaw &
Sons, Orange County Striping, F.J. Johnson) have satisfactorily completed projects for the
City.
PHASE 2 CONSTRUCTION
Construction of Phase 2 is anticipated to commence the week of October 7, 2002. A pre -
construction meeting will be scheduled as soon as the City approves the contract documents and
receives a project schedule from the Contractor.
Meetings with the Balboa Merchants and Owners Association and the Peninsula Point
Association are occurring on a regular basis to keep everyone updated on the proposed Phase 2
improvements. Engineers are also meeting with the business owners and the Post Office to
discuss business access and delivery options.
FUNDING
Funds in the amount of $2,355,000 are available within the FY2002 /03 CIP for this project. An
additional $392,500 is available for this project from the CDBG 108 Loan. Staff is recommending
appropriation of these additional CDBG loan proceeds to the Balboa Village project. Staff is also
SUBJECT: BALBOA VILLAGE IMPROVEMENTS PHASE 2 - AWARD OF CONTRACT NO. 3527
September 24, 2002
Page: 3
requesting appropriation of $68,000 from the Circulation and Transportation fund balance to
accommodate the traffic signal and cabinet improvements at Main Street and Balboa Boulevard.
The revised construction funds available for the project are shown within in the following
accounts:
Account Description
Balboa Village Water Main Improvement
Balboa Village Plan Phase 2 (CDBG)
Balboa Village Plan Phase 2 (Neighborhood Enhancement)
Balboa Village — (Circulation & Transportation)
Balboa Village (Gas Tax Fund)
Account Number
7501- C5500678
7161- C5100543
7024- C5100543
7261- C5200703
7181- C5100543
Total
Amount
175,000
2,386,000
188,350
68,000
25,150
2,842,500
* Includes the proposed BA for $392,500 from CDBG 108 Loan
With the Phase 2 construction bid cost at $2,840,899.97 and available funds at $2,842,500, there
are no additional available funds for changes or unforeseen work (construction contingency),
construction management, and engineering support during construction. Upon contract award,
City Staff will negotiate with the contractor to achieve cost reductions in order to fund
construction management services, engineering support services, and the various construction
contingencies as they arise. It is estimated that approximately $240,000 in reductions may be
required for construction management and engineering and up to an additional $230,000 (8
percent contingency) for unforeseen work and changes. Staff is currently negotiating
construction management contracts and professional services agreements that will be
submitted to City Council for approval at the October 8, 2002, meeting.
To achieve this cost reduction, it will be necessary to reduce the scope of the Phase 2 work.
Work scope reductions considered by Staff may include:
• The deletion or deferment of street improvements (e.g. Washington Street improvements
• The reduction of the amount of decorative paving (e.g. on the multi -use Oceanfront trail)
• The deletion or deferment of decorative improvements such as the serpentine wall along
the Oceanfront trail, or use of alternate materials
The items of work deleted from this current project may be considered for a third phase and
funded in a future CIP budget as approved by City Council.
Respectfully
WORKS DEPARTMENT
G. Badum, Director
By:
Robert Stein, P.E.
Project Manager
Attachments: Project Location Map
Bid Summary
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City of Newport Beach
BUDGET AMENDMENT
2002 -03
ECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
El Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
NO. BA- 015
AMOUNT: $x85,650.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations related to the Balboa Village Improvement Project Phase 2, C -3527.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund
160
180
260
Account Description
3605 CDBG Fund Balance
3605 Gas Tax Fund Balance
3605 Circulation & Transportation Fund Balance
OENUE ESTIMATES (3601)
Fund /Division Accoun t Description
EXPENDITURE APPROPRIATIONS (3603)
Signed: mil/ ,kia (t! �J
Fi cial Approval: Administrative Services Director
Administrative Approval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$392,500.00
$25,150.00
$68,000.00
$392,500.00
$68,000.00
$25,150.00
y' -ice o Z
Date
Date
Date
Description
Division
Number
7161
CDBG
Account
Number
C5100543
Balboa Village Plan
Division
Number
7261
Transportation & Circulation
Account
Number
C5200703
Balboa Village Phase 2
Division
Number
7181
Gas Tax
Account
Number
C5100543
Balboa Village Plan
Division
Number
Account
Number
Division
Number
Account
Number
Signed: mil/ ,kia (t! �J
Fi cial Approval: Administrative Services Director
Administrative Approval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$392,500.00
$25,150.00
$68,000.00
$392,500.00
$68,000.00
$25,150.00
y' -ice o Z
Date
Date
Date
Findings;
The City Council has reviewed the Mitigated Negative Declaration and the information in
the staff report and all other relevant information and now makes the following findings.
1. On August 14, 2001, the City Council approved the complete plans for the 3
phases of the Balboa Village Improvement Project (the Project).
2. In conjunction with the August 14, 2001 approval of the Project, the City prepared
a Mitigated Negative Declaration (MND), State CEQA Clearinghouse
2001011130, which concluded that, with the specified mitigation measures
incorporated, the Project would not have a significant effect on the environment.
Consistent with CEQA, the MND was submitted to the State CEQA
Clearinghouse,circulated for comment and the City prepared responses to the
comments.
3. Phase 1 of the Project was completed May 30, 2002. The plans approved on
August 14, 2001 called for construction of Phase 2 to commence in September
2002. The Coastal Development Permit for the Project requires all Phase 2
construction to cease prior to June 1, 2003. The City Council is therefore
continuing with the implementation of the Project by approving the construction
contract for Phase 2.
4. The contracts for construction of Phase 2 are fully consistent with the plans
approved by the Council August 14, 2001. Minor revisions were made to the
drawings and specifications, primarily to reflect as -built information from Phase 1
construction. No substantial changes are proposed in the Project as adopted in
August 2001.
5. No substantial changes have occurred with respect to the circumstances under
which the Project is being undertaken which would require major revisions to the
previously prepared Mitigated Negative Declaration. No changes in
circumstances have occurred that involve a new significant environmental impact
or a substantial increase in the severity of a previously identified impact
6. The City Council has received no new information of substantial importance, that
was not known and could not have been known in the exercise of reasonable
diligence at the time of Project approval, and that shows either that the project
will have significant effects not discussed in the MND, or that feasible new
mitigation measures have been identified. In particular, at the time of its August
2001 Project approval, the City had the benefit of the information in the MND, the
April 2001 City Ficus Landmark Trees report, prepared by Integrated Urban
Forestry, and the May 2001 Analysis of Costs To Retain the Main Street Ficus
Trees.
7. No additional environmental review is warranted on the Balboa Village
Improvement Project or on Phase 2 of the Project.
8. In the implementation of Phase 2, the City Manager shall fully comply with any
order of any court of competent jurisdiction.
F:\usersNcatlshared\cp\pleading\BafboaArbor\flndings092402.doc