HomeMy WebLinkAbout11 - C-3527 Balboa Village Improvements0
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. ii
January 13, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Robert Stein, Principal Civil Engineer
949 - 644 -3311
rstein@city.newport-beach.ca.us
SUBJECT: BALBOA VILLAGE IMPROVEMENTS PHASE 2 —COMPLETION AND
ACCEPTANCE OF CONTRACT NO. 3527
RECOMMENDATIONS:
1. Accept the work.
2. Authorize the City Clerk to file a Notice of Completion.
3. Authorize the City Clerk to release the Labor and Materials Bond 35 days after
the Notice of Completion has been recorded in accordance with applicable
portions of the Civil Code.
4. Release the Faithful Performance Bond one year after Council acceptance.
5. Approve a Budget Amendment appropriating $64,000.00 in the Balboa Village
Plan Phase 2 Account No. 7161- C5100543 from the CDBG surplus fund
balance.
DISCUSSION:
On September 24, 2002, Council awarded the Balboa Village Improvements Phase 2,
Contract No. 3527 to Hillcrest Contracting, for the Total Bid Price of $2,840,899.97.
The contract provided for the construction of street pavement, sidewalks, landscaping,
street furniture, and street lighting on the following streets:
• Main Street (from the Pier Plaza to the Balboa Pavilion)
• Washington Street and Palm Street (from Oceanfront to Balboa Boulevard)
• Oceanfront (from A Street to Adams Street)
Additionally, new streetlights were installed on Edgewater, East Bay Avenue, and
Washington Street - north of Balboa Boulevard. A new water main was constructed in
the alley behind the Balboa Theatre from Main Street to Palm Street.
Construction was completed on July 7, 2003 and the 90 -day irrigation and landscape
maintenance period began. The contractor completed all punchlist items for the
SUBJECT: Balboa village Improvements Phase 2 — Completion and Acceptance of Contract No, 3527
January 13. 2004
Page 2
maintenance period on November 12, 2003 and City staff agreed the maintenace period
had been completed successfully.
The contract has now been completed to the satisfaction of the Public Works
Department. A summary of the contract cost is as follows:
Original bid amount: $2,840,899.97
Actual amount of bid items constructed: $2,095,038.08
Total amount of change orders: $606,656.20
Final contract cost $2,701,694.20
In order to fund construction management services, the original contract was modified to
achieve Cost savings. Some of the major changes included:
• Changing the decorative paving on Main Street from lithocrete to stamped concrete
• Deleting the serpentine wall along the Oceanfront walkway
• Reducing the amount of lithocrete in the Oceanfront walkway
As might be expected for a project of this complexity, there were many changes resulting in
over one hundred approved Change Order items. Some of the more costly changes
included:
• Grinding out the Ficus stumps (originally anticipated to be completed prior to the
start of this contract)
• Replacing underground utility lines impacted by Ficus roots
• Increasing the pavement thickness on Oceanfront from 4 to 6 inches
• Installing additional SBC conduit in anticipation of the future undergrounding district
• Installing additional lithocrete on Oceanfront adjacent to the Balboa Inn
• Installing additional lithocrete at the Pavilion ($10,000 refunded by property owner
and returned back to the General Fund)
• Installing temporary pavement and other safety measures to accommodate
pedestrian traffic
The final construction cost, including all Change Orders, was 5 percent under the original
bid amount.
Other Project Costs:
In addition to Hillcrest's contractual costs, there were costs for construction
management services and auxiliary contractor costs. These additional costs included:
0
Harris & Associates Construction Management $247,980.00
Psomas Construction Services $44,000.00
Specialty Street furniture items ordered and installed $95,100.00
directly by the City
Other consulting and contracting services $42,600.00
Total cost of additional items $429,680.00 Is
Because of the extended decision- making process and long fabrication time, most
specialty street furniture items, such as the concrete benches, decorative pots, hanging
u
SUBJECT: Balboa Village Improvements Phase 2 — Completion and Acceptance of Contract No. 3527
January 13. 2004
Page 3
baskets, and plaza tree grates, were directly ordered by the City and installed by
contractors directly hired by the City.
Other consulting and contracting services included document reproduction, costs rolled -
over from the Phase 1 construction, geotechnical engineering and survey, planting of
the Coral Gums by West Coast Arborists, pavement replacement performed by General
Services and JJ Paving, and permit fees.
Environmental Review:
A mitigated negative declaration was prepared in 2001 for all three phases of the
Balboa Village project.
Funding Availablity:
The total project cost which includes Hillcrest's contract and change order costs plus the
additional construction- related costs is $3,133,413.00. The Budget Amendments listed
below funded the difference between the original budget amount and the total project
cost. Funds for the project were expended from 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)
March 11, 2003 Council Amendment (Bikeway & Trails)
June 10, 2003 Council Amendment (General Fund)
August 21, 2003 City Manager Memo (Gas Tax)
January 13, 2004 Pending Council Approved
Budget Amendment (CDBG)
TOTAL
Account No. Amount
7501- C5500678 $175,000.00
7161- C5100543 $2,386,000.00
7024- C5100543 $188,350.00
7261- C5200703
$68,000.00
7181- C5100543
$25,150.00
7283- C5100543
$57,933.00
7024- C5100543
$69,980.00
7181- C5100070
$99,000.00
7161- C5100543
$64,000.00
$3,133,413.00
The bulk of the proposed Budget Amendment (approximately $50,000) will be used to
pay the remaining Hillcrest bid items which were mistakenly overlooked when
computing the August 21, 2003 Budget Amendment. The remainder will be used to
complete the fabrication
Budget Amendment, the
original bid amount.
Prepared by:
Robert Stein, P.E.
Principal Civil Engineer
and installation of the custom street furniture. With this final
overall construction- related costs were 10.2 percent above the
Attachment: Budget Amendment
0
Submitted by:
Stephen G. Badum
Public Works Director
City of Newport Beach NO. BA- 025
BUDGETAMENDMENT
2003 -04
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues .
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: 564,000.00
AIncrease in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations related to the Balboa Village Improvement Project, Phase 2.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
160 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
CDBG Fund Fund Balance
Description
Flit 3/al Approval: A�Iminist .ve Services Director
Signed:
Administrative A roval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$64,000.00
Automatic
0
$64,000.00
/ Date Q
/ SDa et
Date qW
Description
Division
Number
7161 Community Development Block Grant
Account
Number
C5100543 Balboa Village Plan
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Flit 3/al Approval: A�Iminist .ve Services Director
Signed:
Administrative A roval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$64,000.00
Automatic
0
$64,000.00
/ Date Q
/ SDa et
Date qW
/f City of Newport Beach
BUDGET AMENDMENT
2003 -04
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- 025
AMOUNT: $sa,000.00
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.
rw Wwll 1111W CPI IRI;
BUDGETARY FUND BALANCE
Fund Account
160 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Account
Division
Account
Division
Account
Division
Account
Signed:
Signed
Signed:
Description
CDBG Fund Fund Balance
Description
Description
Number 7161 Community Development Block Grant
Number C5100543 Balboa Village Plan
Number
Number
Number
Number
Number
Number
Fmtincial Approval: Aaminisf 've Services Director
i
Adminis /tj/iJi ee A roval:/Cittyy Manager
,�
City Council Approval: City Clerk
Amount
Debit Credit
$64,000.00
Automatic
$64,000.00
Date
ZI
SD
Date