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Home My WebLink About09 - Back Bay Science Center - Construction CompletionCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 9 October 23, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum 949 -644 -3311 or sbadum @city.newport- beach.ca.us SUBJECT: BACK BAY SCIENCE CENTER — CONTRACT NO. 3460 CONSTRUCTION COMPLETION REPORT RECOMMENDATION: Receive and file the construction completion report DISCUSSION: The Back Bay Science Center is a mufti- agency facility consisting of three buildings totaling approximately 12,000 s.f. and is located on Shellmaker Island in the State of California's Upper Newport Bay Ecological Reserve. Under a Cooperative Agreement including the City of Newport Beach (City), the California Department of Fish and Game (CDF &G), the County of Orange Health Care Agency (OCHCA), and the University of California at Irvine (UCI), the City assumed a lead role in managing the design and construction contracts for development of the facility. Final design for the project was accomplished by Ron Yeo, FAIA, Architect, and a team of sub - consultants. When design was completed in late 2005, the City chose to. use a "multi- prime" project delivery method for construction of the Back Bay Science Center. Under this method, the City effectively became its own general contractor for project .construction. Following a qualification based selection process, the firm of Douglas E. Barnhart, Inc. (DEB) was chosen as a "construction manager at risk" to handle bidding and construction of the project. Professional Services Agreements for support during construction were also entered into with various consultants; for example, project management (Gail P. Pickart, P.E.), architectural reviews (Ron Yeo, FAIA, Architect), construction surveying and staking (Walden & Associates), geotechnical observation and testing (Bagahi Engineering, Inc.), and materials testing and deputy inspection (Harrington Geotechnical Engineering, Inc.). Back Bay Science Center — Contract No. 3460 Construction Completion Report October 23, 2007 Page: 2 Construction Contract Bidding and Award The first tasks performed by DEB consisted of a review of the project plans and specifications for value engineering and constructability. After some suggested changes to the contract documents, DEB prepared 15 bid packages for public advertisement to trade contractors. Twelve trade contracts were awarded by the City Council on February 28, 2006. The other three were re -bid and awarded on August 22, 2006. The total amount of the 15 trade contracts awarded was $4,735,709.00. The scope of work awarded with the initial 15 trade contracts was limited by available funding and excluded the Administrative Building (Building C) except for the foundation. Also, the landscape plant materials were excluded and are being handled by separate contracts. In December 2006, the CDF &G secured additional funding in the amount of $900,000 to pay for the cost of the Administrative Building shell and as much of the interior finish work as the available funds could cover. Change orders where executed with each affected trade contractor and consultant for the additional work. The completion date for the project was extended for three months from June 7, 2007 to September 7, 2007. Construction Costs and Funding As the work of the trade contractors was completed, staff reports were prepared for City Council consideration and with the Public Works Department recommendations for acceptance. The staff reports detailed the initial contract award amounts, the change order work authorized, and the final contract cost amounts. One trade contract was accepted on May 22, 2007; three were accepted on June 12, 2007; five were accepted on September 11, 2007; and the last six were accepted on September 25, 2007. A tabulation of the project expenses is summarized on the attached Exhibit "A ". A tabulation of the project funding is summarized on the attached Exhibit "B ". Project costs total $7,820,061. Completion Status Native plant materials for the areas of the project to be landscaped are being grown by Tree of Life Nursery in San Juan Capistrano. The native plants have been growing since April 2007 and are scheduled for delivery in early November to coincide with cooler weather and the onset of the winter rainy season. Plants will be placed in the ground by volunteers under the direction of the project landscape architect, Erik Katzmaier, and CDF.& G and Coastal Commission staff representatives. In addition, a small portion of the grading and paving along the .northerly edge of the site has been deferred until the occupants of the modular units can be moved into the new buildings. The modular units leased by the City and utilized as the Temporary Back Bay Science Center — Contract No. 3460 Construction Completion Report October 23, 2007 Page: 3 County of Orange Water Quality Lab will be removed from the site as soon as they become vacant. The remaining grading and paving work will be completed under informal contract procedures. Except for the deferred items described above, the project work has been satisfactorily completed consistent with the schedule established by the construction manager at risk, Douglas E. Barnhart, Inc. The on -site DEB staff members did a commendable job in preparing the scope of the various bid packages, implementing the construction schedule, negotiating change orders, processing progress payments, and coordinating the support services of the professional consultants. All of this was managed while still facilitating the other day -to -day _. activities on Shellmaker Island, such as Water Quality Lab operations, CDF &G educational tours and summer camps for school children, and the UCI crew team practices. DEB's knowledge and _ !" experience was vital to the project's successful completion. The costs related to their services are included with the overall project costs shown on ° °- Exhibit "A ". Environmental Review A Mitigated Negative Declaration was prepared and processed to assess the environmental impact associated with constructing the Back Bay Science Center. Identified mitigation measures have been included in the project design and construction. The California Department of Fish and Game was the lead agency for the environmental review and the documentation was completed in September 2003. Public Notice Not Applicable. Geotechnical /Survey Services Compaction testing of trench backfill and overall earthwork was provided by Bagahi Engineering, Inc., the project geotechnical engineering firm. Construction staking and alignment verification for underground pipelines and structures was provided by Walden & Associates, the project civil engineering firm. Walden & Associates also provided the building height verifications. Deputy inspection and materials testing was provided by Harrington Geotechnical Engineering, Inc. Back Bay Science Center — Contract No. 3460 Construction Completion Report October 23, 2007 Page: 4 Funding Availability Funds for this project were expended from the following account: Account Description Back Bay Science Center Prepared by: Gail P. Pickart Consulting Project Manager Account Number 7457- CO310600 7295- CO310600 7251- CO310600 Total: Attachments: Exhibit A — Project Expenses . Exhibit B — Project Funding Submitted by: Amount $7,186,574.57 500,000.28 133,487.12 $7,820,061.97 k x PROJECT EXPENSES Description Trade Contracts Admin Bldg. P.O.s Construction Services Surveying and Staking Geotechnical Observation and Testing Biological Monitoring and Reporting Materials Testing Architectural Project Management Incidentals Relocate CDF &G Modular Builders Risk Insurance Landscaping Fencing, Hauling Unfinished Parking Area Construction Management Other Expenses Pre - Construction Geotechnical Pre - Construction Project Management Pre- Construction Architectural Pre - Construction Incidentals Pre - Construction Biological Modular Trailer Rental Engineering Utilities Interpretative Plan, Exhibits, Model Permitting, Fees, Title Interfund Transfers Vendor 7251 7295 7457 Final Cost Various $ 5,474,296.74 $ 5,474,296.74 Paladino, Tandus, Custom Craft, Masterworks $ - 25,374.06 $ 25,374.06 $ 91,100.00 $ 102,205.41 $ 5,499,670.80 Walden and Associates $ 49,400.00 $ 49,400.00 Bagahi Engineering $ 46,260.00 $ 46,260.00 Coastal Resources $ 46,531.97 $ 46,531.97 Harrington Geotechnical $ 17,000.00 $ 17,000.00 Ron Yeo $ 127,000.00 $ 127,000.00 Gail Pickart $ 79,520.00 $ 79,520.00 Various $ 30,958.42 $ 30,958.42 DRV Modular $ 11,200.00 $ 11,200.00 Brown & Brown $ 42,832.21 $ 42,832.21 Tree of Life $ 10,504.39 $ 10,504.39 Tight Quarters, United Site $ 8,836.38 $ 8,836.38 TBD $ 25,000.00 $ 25,000.00 Douglas Barnhart 1 $ 924,416.90 $ 924,416.90 Bagahi Engineering Gail Pickart Ron Yeo Various Coastal Resources API Clevinger, PBS &J, Almquist AT &T, SCE, Alpert & Alpert Nature Tourism, Design Line Civic Solutions, OCSD, Commonwealth $ 7,293.00 $ 6,398.00 $ 13,691.00 $ 22,030.00 $ 29,900.00 $ 39,170.00 $ 91,100.00 $ 102,205.41 $ 330,000.00 $ 131,893.59 $ 564,099.00 $ 5,107.04 $ 1,383.23 $ 6,490.27 $ 1,335.00 $ 1,335.00 $ 71,145.52 $ 36,075.00 $ 107,220.52 $ 4,950.00 $ 15,242.88 $ 21,554.27 $ 41,747.15 $ 500.90 $ 12,054.34 $ 12,555.24 $ 30,699.34 $ 30,699.34 $ 5,447.24 $ 20,700.00 $ 8,361.15 $ 34,508.39 $. (15,381.47) $ (5,468.69) $ 18,335.15 $ (2,515.01) $ 7,820,061.97 PROJECT FUNDING not recognized California Dept. of Fish and Game Wildlife Conservation and Restoration Act Grant (Planning /Design) Wildlife Conservation and Restoration Act Grant (Construction) Aquatic Life Support System $ 50,000.00 Administration Wing American Trader Oil Spill Funds (early planning) City of Newport Beach American Trader Oil Spill Funds Newport Bay Restoration Fund General Fund (Feb 2006) General Fund MiOcean Match (Feb 2006) General Fund Osprey (Jan 2007) General Fund (contingency) Wildlife Conservation Board County of Orange HCA Water Quality Lab Wing Change Orders Osprey Contribution NBNF Donor (outdoor interpretive exhibits) $ 250,000.00 APPROPRIATIONS prior budgets 02/28/2006 0112312007 7251/7295 7457 7457 $ 369,600.00 $ 500,000.00 03/1312007 7457 $ 369,600.00 $ 615,400.00 University of California, Irvine $ 281,424.00 $ 615,400.00 The Irvine Company - IRLRT $ 600,000.00 $ 50,000.00 m 'x $ 800,000.00 $100,000.00 $ 900,000.00 $ 112,000.00 State Coastal Conservancy $ 400,000:00 $ 112,000.00 $ 2,047,000.00 MiOcean and Pacific Life Foundation $ 500,000.00 $ 500,000.00 $ 311,000.00 $ 311,000.00 $ 1,161,164.00 Not appropriated $ 300,000.00 $ 1,161,164.00 $ 500,000.00 Appropriated $ 869,600.00 $ 5,773,688.00 $,1,076,773.30 $ 500,000.00 $ 34,438.00 $ 34,438.00 $ 88,707.00 $ 88,707.00 $ 2,595,309.00 $ 62,700.00 * $ 62,700.00 $ 1,230,000.00 $ 1,230,000.00 $ 119,190.30 * $ 119,190.30 $ 34,438.00 $ 34,438.00 $ 1,383,628.30 $ 250,000.00 University of California, Irvine $ 281,424.00 $ 281,424.00 The Irvine Company - IRLRT $ 600,000.00 $ 600,000.00 m 'x State Coastal Conservancy $ 400,000:00 $ 400,000.00 MiOcean and Pacific Life Foundation $ 500,000.00 $ 500,000.00 w Not appropriated $ 300,000.00 $ 300,000.00 Appropriated $ 869,600.00 $ 5,773,688.00 $,1,076,773.30 $100,000.00 $ 7,820,061.30 Total Funding $ 8,120,061.30 denotes actual amounts received which are less than amounts anticipated at time of appropriation