HomeMy WebLinkAbout07 - Newport Coast Drive-Pelican Hill Road North Right Turn LaneCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 7_
November 13, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Iris Lee
949 - 644 -3323 or ilee @city.newport - beach.ca.us
SUBJECT: NEWPORT COAST DRIVE AND PELICAN HILL ROAD NORTH RIGHT
TURN LANE — APPROVAL OF AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT WITH RBF CONSULTING
RECOMMENDATIONS:
1. Approve Amendment No. 1 to the Professional Services Agreement with RBF
Consulting, of Irvine, California, for additional engineering services at a not to
exceed price of $28,800 and authorize the Mayor and City Clerk to execute the
Amendment.
2. Approve a Budget Amendment appropriating $28,800 from the unappropriated
balance of the Measure M Turnback Fund to Account No. 7281- C5200974.
DISCUSSION:
On April 10, 2007, the City entered into a Professional Services Agreement with RBF
Consulting (RBF), to prepare final construction documents for the Newport Coast Drive
and Pelican Hill Road North Right -Turn Lane project for a not to exceed amount of
$100,000. Services under the Agreement included research, survey, layout, traffic
signal modifications, landscape and irrigation restoration, mapping, and pre -
construction services. In June 2007, RBF submitted preliminary design drawings that
proposed a non - decorative raised concrete median and short concrete retaining wall to
accommodate a wider radius at the northwest corner of Newport Coast Drive at Pelican
Hill Road North.
In an effort to enhance safety and preserve the aesthetics of the area, staff requested
RBF to prepare a proposal for landscaping design services. The additional services to
be performed under Amendment No. 1 include landscape and irrigation design for the
raised median and the northwest corner of the intersection and structural design of a
landscaped retaining wall.
Newport Coast and Pelican Hill Road North — Approval of Amendment No. 1 to
Professional Services Agreement with RBF Consulting
November 13. 2007
Page 2
RBF has proposed to provide the additional services as specified in Exhibit A of the
attached Amendment No. 1 at a not to exceed cost of $28,800 and would complete the
task in 30 days. The Amendment-will also extend the term of the agreement with RBF
to June 30, 2008.
Environmental Review:
Engineering services are not projects as defined in the California Environmental Quality
Act (CEQA) Implementing Guidelines. CEQA documentation will be prepared for the
project and considered at the time of award.
Fundinq Availability:
Upon approval of the recommended budget amendment sufficient funds will be
available in the following account for the project:
Account Description Account Number Amount
Newport Coast Drive at 7281- C5200974 $28,800
Pelican Hill Road North
Total $28,800
Prepared by:
ris
enior Civil Engineer
Attachment: Amendment No. 1
Submitted by:
KG. Badum
Works Director
AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
WITH RBF CONSULTING
FOR NEWPORT COAST AND
PELICAN HILL ROAD NORTH RIGHT -TURN IMPROVEMENTS
THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered,
into this day of , 2007, by and between the CITY OF
NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and
RBF CONSULTING, a California Corporation, whose address is 14725 Alton Parkway,
California, 92618 ( "Consultant "), and is made with reference to the following:
RECITALS
A. On April 10, 2007, City and Consultant entered into a Professional
Services Agreement, hereinafter referred to as "Agreement ", for
engineering and planning services for the Newport Coast and Pelican Hill
Road North Right -Turn Improvement project for a not to exceed amount of
$100,000.00, hereinafter referred to as "Project'. This Agreement is
scheduled to expire on December 31, 2007.
B. City desires to enter into this Amendment No. 1 to reflect additional
services not included in the Agreement and to extend the term of the
Agreement to June 30, 2008.
C. City desires to compensate Consultant for additional professional services
needed for Project.
D. City and . Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 1", as provided herein below.
NOW, THEREFORE, the parties hereto agree as follows:
1. Consultant shall be compensated for additional services performed
pursuant to this Amendment No. 1 according to "Exhibit A" dated October
22, 2007 attached hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 1 for all work performed in accordance
with this Amendment, including all reimburseable items and subconsultant
fees, shall not exceed Twenty Eight Thousand Eight Hundred Dollars and
no /100 ($28,800.00)
3. The term of the Agreement shall be extended to June 30, 2008.
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. 1 on
the date first above written.
APPROVED AS TO FORM:
By: r^— C
Aaron C. Harp,
Assistant City Attorney
for the City of Newport Beach
ATTEST:
M
LaVonne Harkless,
City Clerk
Attachment: Exhibit A
CITY OF NEWPORT BEACH,
A Municipal Corporation
M
Mayor
for the City of Newport Beach
CONSULTANT:
Print
M
(Corporate Officer)
(Financial Officer)
Print Name:
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TECHNICAL SCOPE OF WORK — EXHIBIT "A"
Dated October 22, 2007
This Amendment to the Newport Coast Drive (NCD)/ Pelican Hill Road North (PHRN) Right Turn
Improvement Project is for additional planning and engineering services in preparation of construction
documents for the Project The services consist of designing an eight (8) foot wide landscaped and
irrigated median on Pelican Hill Road North, an ninety (90) foot long retaining wall, contour grading and
retaining wall profile, and new landscape lighting of existing palm trees on the northwest corner of the
project intersection.
RBF Consulting will perform the following task work in multiple phases in accordance with the
Professional Service Agreement executed on April 10', 2007. All documentation will be as directed by
this amendment or consistent with City standards, and the standard plans and specifications for public
works construction.
The Task sequencing (numbering) is consistent with the numbering held in the original April 1&, 2007
Agreement.
TASK 4 - CONCEPT LAYOUT
4.2 Landscape Concept Design
RBF Consulting will develop landscape concept "Design Development Drawings" showing the proposed
landscape improvements, contour grading, retaining wall concept, planting scheme, and lighting concept
for the northwest Project parkway corner. The drawings will also show the proposed landscaping for the
new eight (8) foot wide median on Pelican Hill Road North. This task will include one (1) design cross -
section.
The subtasks are as follows:
4.2.1 RBF will perform a site visit to review the existing lighting fixtures used on the southwest
corner of Pelican Hill Road North. It is assumed the HOA will provide record drawings for
the existing pedestal identifying the existing loads.
4.2.2 Design Development Drawings. RBF Consulting will prepare (1 " =20' scale) drawing
showing proposed landscape improvements, contour grading (I — foot contour), and
planting scheme (as addressed per the City/ HOA August 29 meeting), and lighting concept
(fixtures and layout). In addition, the drawings will show the planting concept for the new
median.
The City and Master HOA approved Development Drawings will become the basis for the final PS &E
documents.
Consulting Services for Newport Coast Drive / Palle an Hill Road North Right Turn .o "." r "o
Improvement Project, Newport Beach, CA AMENDMENT No. 1
Product: 4.2.1 Research — One (1) field visit to review electrical lighting system (New Task)
4.2.2 Design Development Drawings — (2 sheets) (New Task)
PHASE II — PLAN. SPECIFICATIONS. & ESTIMATE DESIGN
TASK 10 — PLAN, SPECIFICATIONS & ESTIMATE DESIGN — PS &E
RBF will prepare final design documents in accordance with the Original Professional Services
Agreement. RBF will provide additional services for grading, retaining wall, and electrical lighting as
follows:
10.6 Grading Plans — RBFwill prepare grading plan at 1 -foot contour intervals for the project.
The grading plan will be prepared at 1 " =20' scale, illustrating the grade limits of the
northwest parkway. For budgetary purposes, the grading plan will include plan view layout
and design cross sections at a vertical scale of 1 " =4'. A new retaining wall of
approximately 5 -feet in retained height (top of footing to top of wall) on a spread footing
for a maximum length of 80 feet.
Product. 10.6.1 Grading Plan (1 " =20' scale) (1 sheet) (New Task)
10.7 Retaining Wall Design — RBF will prepare plan and details for the proposed retaining wall
using CALTRANS Retaining Wall Type 6 masonry block construction, Standard Plan B3-
11 of the 2006 Department of Transportation Standard Plans, May, 2006. The anticipated
structural drawings for this project will include:
• General Structural Notes and Typical Structural Details
• Wall Profile
• Wall Sections
Structural Calculation will NOT be prepared for the wall design.
Product: 10.7.1 Retaining Wall Plan & Profile, and Sections (1" =20' scale) (1 sheet) (New Task)
10.8 Electrical Lighting Plan — RBF will prepare an electrical lighting plan for the northwest
parkway including the following:
• A single line diagram
• . Control diagrams
• Construction details of the lighting fixtures
• Panel schedules
• Voltage Drop Calculations
• Conduit /Wire sizing and routing
It is assumed that an electrical pedestal is available within 100 -feet of the site (service
metered correctly to the Master Home Owner Association, or other appropriate party)
and the pedestal is adequately rated to accommodate the additional load of the new
lighting fixtures. It is assumed the Owner will provide record drawings for the existing
pedestal identifying the existing loads.
Produce: 10.8.1 Electrical Lighting Plan (Single line diagram, panel schedules, details —1
sheet) (Conduit and Wiring Plan —1 sheet) (New Task)
WF
Consulting Services for Newport Coast Drive ( Pelican Hill Road North Right Turn
Improvement Project, Newport Beach, CA AMENDMENT No. 1 .....
TASK 12 — LANDSCAPE AND IRRIGATION RESTORATION PLAN
RBF will prepare final design documents in accordance with the Original Professional Services
Agreement. RBF will provide additional design services for a new planting scheme, irrigation layout, and
incorporation of retaining wall details into the final design Landscape Plan.
The Landscape Plan will consist of layout of a new plant pallet for both the raised median on Pelican Hill
Road and the northwest parkway area into a single design plan. The plans will incorporate the approved
Design Development Drawings from task 4.2.2 and further develop the layout and details for final design.
Irrigation Plan, Legend, and details will be created for the new planting scheme. It is assumed the "spray
head" irrigation system will be the method of irrigation delivery. Service connections (water and
electrical) will be provided from existing connection points. Service connection relocations, if required,
will be included by a note on the improvement drawings, no separate metering and service connection
plan will be created. It is assumed water service for the new median on Pelican Hill Road will be
provided from an existing meter located within the City's parkway north of the project intersection.
Product: 12.2 Landscape Median & Parkway —Planting, and Irrigation (2 sheets) (New Task)
TASK 13 — SPECIFICATIONS AND BID DOCUMENTS
RBF will prepare Final Technical Special Provisions in accordance with the Original Professional
Services Agreement. RBF will inoorporate additional design items approved by this amendment into the
Final Bid Documents specifications. All other items under this task shall remain in place.
Product: 13.1 Master Project Specifications
TASK 14 — FINAL CONSTRUCTION QUANTTITES
RBF will prepare Final Construction Quantities and the Opinion of Costs as directed per the Original
Professional Services Agreement. RBF will incorporate into the Final Construction Quantities and the
Opinion of Costs of the new design items as approved by this amendment. All other items under this
task shall remain In place.
Product: 14.1 Final Quantities and Cost Opinion
TASK 17 — MEETINGS
Consultant will attend meetings in accordance to the original agreement. RBF will attend two (2)
additional meetings to facilitate the new design elements.
Products: 17.1 Meeting Agenda, Attendance, and Minutes (2 additional meetings)
Consulting Services for Newport Coast Drive ( Pelican Hill Road North Right Turn
Improvement Project, Newport Beach, CA AMENDMENT No. I
ASSUMPTIONIEXCLUSIONS
General
1. All other terms and conditions for this agreement shall remain in place.
2. No Geotechnical services are proposed. RBF will perform all structural calculations assuming
conservative bearing pressures and other code allowable parameters for basis of design.
3. RBF assumes an electrical pedestal, or metering for the landscape lighting and control panels are
available for use on this project. No new metering is included in.this scope of work
4. The City to provide Record Drawings of the Newport Coast Drive Parkway irrigation design
plans for the City maintained parkway and median.
5. The Master HOA to provide Record Drawings for "Common Area" landscaping (northerly and
southerly corners of Newport Coast Drive and Pelican Hill Road North) showing existing
irrigation, electrical, and drainage systems.
6. The HOA and City landscape plans will be combined as one (1) set with the street design plans.
No separate plans will be prepared
7. If the requested Record Drawings are not available, RBF will provide a new scope and fee for
work required to complete the design
8. Construction Support Services shall be provided on a time and material basis as directed per the
Original Professional Services Agreement
END OF SCOPE
AMENDMENT NO.1
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WFConsulting Services for Newport Coast Drive ( Pelican Hill Road North Right Turn
Improvement Project, Newport Beach, CA AMENDMENT No. i
10/22r20o7
revised
10- 10563&
COMPENSATION - EXHIBIT "B"
conrsut_rrN�
City of Newport Beach .
Newport Coast Drive and Pelican Hill Road North
Right -Turn Movement Study - Amendment No. 7
No. of
Sheets
Total
Total
Phase/Task
Sub Task
Description
Shts
Hours
$
Phase 1
4.20
Landscape Concept Design
4.2.1
Research
24
$ 3,208
4.2.21
Design Development Drawings
2
32
$ 4,364
Phase 2
10.00
10.6.1
Grading Plan
1
26
$ 3,152
10.7.1
Retaining Wall Plan & Profile, and Sections
1
24
$ 4,036
10.8.1
Electrical Lighting Plan
2
40
$ 4,866
12.00
Landscape and Irrigation Restoration Plan
12.2
Landscape Median & Parkway - Planting, and Irrigation
1
30
$ 3,918
13.00
Specifications
13.1
Specifications
12
$ 1,856
14.00
Final Construction Quantities
14.1
Final Quantities and Cost Opinion
14
17.00
Meetings
17.1
2- Additional Meetings
8
$ 1,408
TOTAL COST
1 71
210
$ 28,800
p9admimcontraceamendmemno. i5mvised amend 7 lD- 22 -0Rnodyhr add 1 feerevl0- 22 -07.als 1 10/22/2007
City of Newport Beach
BUDGET AMENDMENT
2007 -08
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND Iq
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
NO. BA- 08BA -022
AMOUNT: Szs,soo.00
Increase in Budgetary Fund Balance
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 from Measure M Tumback unappropriated fund balance for a professional services
agreement contract amendment with RBF Consulting for the Newport Coast Drive and Pelican Hill Road North right turn
lane project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
280 3605
REVENUE ESTIMATES (3601)
Fund/Division Account
Description
Measure M Tumback - Fund Balance
Description
Amount
Debt Credit
$28,800.00
EXPENDITURE APPROPRIATIONS (3603)
Description
Division Number 7281 Measure M Tumback
Account Number C5200974 Npt Coast Dr /Pelican Hill Rd $28,800.00
Division Number
Account Number
Division Number
Account Number
Division Number
Account Number
Division Number
Account Number
Automatic System Entry.
Signed: Y7%
Financial Approval: Administrative rvices Director Date
a�
Signed: w Z a
Administrative Approval: City Manager Dat
Signed:
City Council Approval: City Clerk Date