HomeMy WebLinkAbout07 - C-3684 - 05BA-027 - Newport Coast Elementary School Loop Road•
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 7
November 9, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
R.Gunther, P.E.
949 - 644 -3311
rgunther@city.newport-beach.ca.us
SUBJECT: NEWPORT COAST ELEMENTARY SCHOOL LOOP ROAD —
COMPLETION AND ACCEPTANCE OF CONTRACT NO. 3684
RECOMMENDATIONS:
Accept the work.
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 a transfer of $196,609 from Bonita
.Canyon surplus bond proceeds to Newport Mesa Unified School District (NMUSD) per
the memorandum of understanding approved by City Council on June 22, 2004,
increasing revenue estimates in the Contributions Fund by $196,609, appropriating
$181,361 to the Contributions Fund, account 7251- C5100745, and appropriating
$15,248 to the General Fund, account 5100 -7020.
DISCUSSION:
On June 22, 2004, City Council approved a MOU and Reimbursement Agreement with
Newport Mesa Unified School District (NMUSD) to construct the Newport Coast Elementary
School Loop Road. The project is a cooperative effort between the City of Newport Beach
and NMUSD to provide relief from the severe traffic congestion and unsafe conditions which
occurred at Newport Coast Elementary School every morning and afternoon as parents
attempted to pick up and drop off their children. The agreement provided for the
appropriation of surplus bond funds from the 1998 Bonita Canyon Community Facilities
District to the School Improvement Account for the construction (and related costs) of the
proposed Loop Road project. A budget amendment was also approved appropriating
.$508,889 ($460,007 to the Contribution fund and $25,259 to the General fund) to cover the
initial project costs.
SUBJECT: Newport Coast Elementary School Loop Road - Completion And Acceptance of Contract No. 3684
November 9, 2004
Page 2
Also on June 22, 2004, the City Council authorized the award of Newport Coast Elementary
School Loop Road contract to GCI Construction, Inc.. The contract provided for construction •
of an on -site access roadway (loop road) along the perimeter of the school property
extending from Newport Coast Drive around the back of the school fields and. then
connecting with the parking lot on the east side of the school and with Ridge Park Road.
The work included slope and roadway excavation, construction of two retaining walls,
revisions to the existing field irrigation system, curb and gutter, road base and rubber
asphalt roadway.
Because of the time constraints of completing the road prior to the start of school, final
approval from the Division of the State Architect (DSA) was not obtained prior to bidding.
Therefore, change orders were needed to satisfy their requirements in addition to needed
changes which occurred during the course of the project.
The contract has now been completed to the satisfaction of the Public Works Department
and NMUSD. A summary of the contract cost is as follows:
Original bid amount:
$364,552.00
Actual amount of bid items constructed:
371,444.64
Addition of Parking Lot /Driveway Modifications
54,405.56
Other change orders:
109,903.27
Final contract cost:
$535,753.47
The increase in the amount of actual bid items constructed over the original bid amount
resulted from the need for additional untreated base material. The final overall construction •
cost including the Parking Lot/Driveway Change Order (15 %) and three other change orders
(32 %) totaled 47% percent over the original bid amount.
Four Change Orders in the amount of $164,308.83 were issued for the project (see
attached breakdown of project expenses). These cost additions were discussed with the
PW Director during the course of the project, and with approval of the City Manager, were
executed in accordance with City Council Policy F -3 in order to assure that the project
would be completed by the start of the school year.
Change Order No. 1 in the amount of $10,565.15 provided for the installation of a
permeable backfill material immediately behind the block face of the retaining walls
and removal of existing pavement fabric material found beneath the existing gravel
maintenance road.
Change Order No. 2 in the amount of $17,063.49 provided for relocating the existing
irrigation main during roadway excavation and installing new sprinkler heads and
valves as the existing ones were determined to be too damaged to relocate, painting
the chain link fence posts and rails, and the addition of 4 -foot and 16 -foot gates
along the existing ball field chain link fence, as requested by School District
representatives.
• Change Order No 3 in the amount of $82,274.63 provided for:
o Export of unsuitable materials and import of non - expansive soil materials •
behind the retaining walls as recommended by the City's geotechnical
consultant during construction. In addition, an approximately 5 -foot increased
back -cut for Wall A was mandated by the Division of the State Architect
SUBJECT: Newport Coast Elementary School Loop Road -Completion And Acceptance of Contract No. 3684
November 9, 2004
Page 3
• (DSA) plan check after plans were bid and contributed roughly $12,000 of this
item's total cost increase of $60,674.63.
o Additional rough grading and fabric material due to changes for the retaining
wall also required by DSA. ($21,700)
Change Order No. 4 in the amount of $54,405.56 provided for addition of parking lot
modifications and driveway revisions to the existing parking lot and driveway. During
the course of the project, it was decided to expand the scope of work by modifying
the existing parking lot, widen the existing drive aisle through the lot, and to widen
the entrance /exit driveway at Ridge Park Drive. This expanded scope change was
agreed upon by the City staff, the City Manager, and NMUSD.
In addition to the final construction contract costs ($535,000), expenses in the amount of
$114,254 were incurred for associated costs and incidental items such as project design,
contract management including survey and inspection, geotechnical investigation and
design, erosion control measures, and striping and signing revisions on Ridge Park Drive
and Newport Coast Drive (see attached expenditure summary). The total cost to date for
the project is $650,007. It is expected that the final cost including the landscape
construction contract (to be awarded this meeting), the installation of an automatic gate at
the entrance of the loop road, and management costs to close out the project will total
$842,283,
The roadway construction work was substantially completed and the access road opened
• on September 3, 2004, the scheduled completion date. Remaining punch list items were
completed by October 9, 2004. It is expected that the installation of the automatic gate and
the landscape contract will be underway before the end of this month. Completion of the
landscaping contract is tentatively scheduled for January 2005.
Environmental Review:
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15314 (Minor Additions to Schools) of the CEQA Implementing
Guidelines, and a Notice of Exemption was filed with the County Recorder's office on May
10, 2004.
Funding Availability:
Funds for the project were provided by surplus funds from the 1998 Bonita Canyon
Community Facilities District bond issue. Upon approval of the recommended Budget
Amendment, the necessary funds will be available for distribution into the appropriate
accounts to fund current expenditures and reimburse various funds.
Prepared by: Submitted by:
R. Gunther, P.E. Ba
Construction Engineer ubl� orks Director
• Attachment: Newport Coast Elementary School Loop Road Exditures
Council Memo — Approval of Reimbursement Agreement (June 8, 2004)
Council Memo — Award of Contract (June 8, 2004)
Budget Amendment
Newport Coast Elementary School Loop Road Expenditures
Loop Road Costs
G.C.I. Inc. - General Contractor
$
535,753
Emmet Berkery - Project Management
$
38,639
Lynn Capouya, Inc. - Landscape Architect
$
29,557
Geosoils
$
14,478
Soil Retention
$
9,648
Orange County Striping
$
6,410
Advanced Survey Concepts
$
5,367
Erosion Control
$
4,000
Project Partners - Inspection Services
$
3,992
Division of the State Architect
$
900
Chicago Title
$
500
Tod's Core
$
400
Earthwork Calculation Services
$
350
Reprographics
$
222
Cash Receipts
$
(210)
Total Loop Road Expenses $
650,007
Landscape
FYR Landscaping, Inc. (Contractor) $ 145,460
Construction Contingency $ 15,000
Total Landscape Expenses $ 160,460
Outstanding Loop Road Expenses
Access Control - Installation of Automatic Gate $ 30,000
Emmet Berkery - Project Management to Close Out Project $ 1,816
Total Loop Road and Landscape Expenses` $ 842,283
Total does not include $11,310 in City Staff Time Expended
•
•
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• CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
•
•
Agenda Item No.
June 8, 2004 (continued from)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
William Patapoff, P.E.
949 - 644 -3311
bpatapoff@city.newport-beach.ca.us
SUBJECT: NEWPORT COAST ELEMENTARY SCHOOL LOOP ROAD - AWARD OF
CONTRACT NO. 3684
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3684 to GCI Construction, Inc. for the Total Bid Price of
$364,552.00 and authorize the Mayor and the City Clerk to execute the contract.
3. Establish an amount of $36,500.00 to cover the cost of unforeseen work.
4. Approve geotechnical work in the amount of $7500.00.
5. Approve special retaining wall inspection services in the amount of $15,000.00
DISCUSSION:
At 11:00 A.M. on May 25, 2004, the City Clerk opened and read the following bids for
this project:
BIDDER
Low GCI Construction
2 E.A. Mendoza
3 International Paving Solutions
TOTAL BID AMOUNT
$366,552.00*
$404,100.00
$415,161.50
* Corrected Bid Amount is $364,552.00
The low total bid amount is 1.2 percent above the Engineer's Estimate of $360,100.00.
The low bidder, GCI Construction, possesses a California State Contractors License
Classification "A" as required by the project specifications. A check of the Contractors
references indicates they have satisfactorily completed similar projects for Newport
Beach and other municipalities.
Subject: Newport Coast Elementary School Loop Road — Award of Contract No. 3684
June 8, 2004
Page: 2
This project is a cooperative effort between the City of Newport Beach and Newport
Mesa Unified School District, and is the subject of a Memorandum of Understanding
between the City and the District, which is also on tonight's Council agenda. The
purpose of the project is to provide relief from the severe traffic congestion problem,
which occurs at Newport Coast Elementary School every morning and afternoon at
school opening and school dismissal, as parents attempt to drop off their children. The
existing on -site school parking lot cannot accommodate the large number of vehicles,
and as a result, traffic backs up on Ridge Park Drive, and on occasion, onto Newport
Coast Drive. The problem is exacerbated in the afternoon by construction vehicles using
Ridge Park Drive to access Newport Coast Drive. City staff investigated several
potential solutions, and ultimately, City and District staff agreed that an on -site access
drive along the perimeter of the School property was the most feasible solution. This
contract will provide for the construction of the access drive.
Per the Contract Specifications the Contractor will have 35 consecutive working days to
complete the work.
Environmental Review:
•
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15314 (Minor Additions to Schools) of the CEQA
Implementing Guidelines, and a Notice of Exemption was filed with the County •
Recorder's office on May 10, 2004,
Geotechnical Services:
Geotechnical services will be provided by Geosoils, Inc. for an estimated amount of
$7,500.00.
Funding Availability:
Funding will be provided by surplus funds from the 1998 Bonita Canyon bond issue:
Account Description
Newport Coast Elementary School Loop Road
Prepared by:
William Patapoff, P.E.
City Engineer
Account Number Amount
7251- C5100744 $423,552
Submitted by:
Stephen G. Badum
Public Works Director
Attachments: Project Location Map
Bid Summary •
• CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No.
June 8, 2004 (continued from)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
William Patapoff, P.E.
949 - 644 -3311
bpata poff@ city. newport-beach. ca. u s
SUBJECT: APPROVAL OF THE MEMORANDUM OF UNDERSTANDING AND
REIMBURSEMENT AGREEMENT WITH THE NEWPORT -MESA
SCHOOL DISTRICT FOR THE NEWPORT COAST ELEMENTARY
SCHOOL LOOP ROAD - CONTRACT NO. 3684
RECOMMENDATIONS:
1. Approve the Memorandum of Understanding (MOU) and Reimbursement
• Agreement between the City of Newport Beach and the Newport-Mesa Unified
School District for the Newport Coast Elementary School Loop Road.
2. Approve a budget amendment authorizing the transfer of excess Bonita Canyon
Bond funds from the City Improvement Account to the School Improvement
Account for the total anticipated project cost of $508,889. Additionally, this
budget amendment will appropriate $460,007 in the Contributions Fund and
$25,259 in the General Fund for anticipated project costs not yet appropriated.
Finally, this budget amendment will also increase revenue estimates in the
Contributions fund by $460,007 and General Fund revenue by $47,883 to reflect
the reimbursement from the School District Improvement account.
DISCUSSION:
When the Newport Coast Elementary School opened in 2001, a little more than 300
students were enrolled. During the 2004 -05 school year, that enrollment figure is
estimated to double. With the increased enrollment, the amount of traffic congestion
has increased due to the additional vehicles dropping off and picking up students at the
school.
Currently, the vehicles enter the school parking area from Ridge Park Road to drop off
and pick up the students. This area becomes very congested and backs up onto the
public street causing safety concerns along the roadway. The existing area cannot
•
SUBJECT: Approval of the Memorandum of Understanding with Newport-Mesa School District for Newport Coast Elementary
Loop Road Contract No. 3684
June B, 2004
Page 2
accommodate the amount of school traffic, therefore a plan has been designed to
alleviate this condition.
Exhibit A of the MOU depicts a loop road on school property that takes access from a
right turn lane off of Newport Coast Drive. The road follows the school property line
around the north and east boundaries of the school and connects to the existing
parking lot and then exits onto Ridge Park Road. This route provides a much improved
drop off zone with a much longer stacking area for the vehicles.
A Community Facilities District (CFD) was established in 1998 to finance public facilities
and the CFD subsequently issued bonds to finance certain School District (NMUSD)
and City improvements. Both the City and School District are representatives of the
CFD and maintain separate Improvement Accounts. The City has surplus bond funds
available in its account and pending the approval of the MOU, would transfer a portion
of the surplus funds to the School Improvement account for the construction (and other
related costs) of the loop road. In accordance with the language in the Bonita Canyon
bond indenture, the surplus funds are required to be transferred from City Improvement
Account to the School District Improvement account even though the City will manage
and advance the cost of the project.
•
The City has designed and would administer the construction of the loop road. Per the
MOU, the School District will reimburse the City from the School Improvement Account.
A 5% administrative fee based on construction costs will be invoiced to the School •
District to cover the costs associated with inspection, permits, construction
administration, surveying, accounting and legal issues.
Construction bids were received on May 25, 2004, and staff is recommending award as
a separate item on tonight's Council agenda. In addition, the School Board approved
the MOU and Reimbursement Agreement at their May 25, 2004 meeting.
If approved by the City Council, City staff would use its best efforts to administer the
construction so that the loop road is substantially complete before the start of school in
September, 2004.
Prepared by: Submitted by:
William Patapoff, P.E.
City Engineer
Attachment: Memorandum of Understanding
Budget Amendment
Stephen G. Badum
Public Works Director
•
City of !Newport Beach
BUDGET AMENDMENT
2004 -05
FECT ON BUDGETARY FUND BALANCE:
NO. BA- 027
AMOUNT: $196,609.00
X increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditures appropriations for transfer of Bonita Canyon Development funds to Newport-Mesa Unified
School District and increase revenue estimates and expenditures appropriations for the Newport Coast Loop Road
which will then be funded by the Newport-Mesa Unified School District per the bond indenture agreement.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
440 3605 Bonita Canyon Fund Fund Balance
Amount
Debit Credit
$196,609.00
01ENUE ESTIMATES (3601)
Fund /Division Account Description
250 4849 Contributions - School Contribution $181,361.00
5100 5132 General Fund - City Staff Service Fee $15,248.00
EXPENDITURE APPROPRIATIONS (3603)
Signed:
bed:
Approval: Administrative Services Director
Administrative ApproAl: City Manager
I Signed:
City Council Approval: City Clerk
) -a
Date
IZ
Da
Date
Description
Division
Number
5100
Public Works - Engineering
Account
Number
7020
Salaries - Part-time
$15,248.00
Division
Number
7251
Contributions
Account
Number
C5100745
Npt Coast Elementary Loop Road
$161,361.00
Division
Number
7441
Bonita Canyon Development Fund
Account
Number
C5100758
Transfer to NMUSD
$196,609.00
Division
Number
Account
Number
' Automatic System Entry.
Signed:
bed:
Approval: Administrative Services Director
Administrative ApproAl: City Manager
I Signed:
City Council Approval: City Clerk
) -a
Date
IZ
Da
Date