HomeMy WebLinkAbout25 - One-Year Action Plan for 2007-2008CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 25
April 22, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Community & Economic Development, Planning Department
Kathlyn Bowden, AICP, Economic Development Coordinator
949/644 -3230, kbowden(ccilcity.newport- beach.ca.us
SUBJECT: Proposed Amendment to the City's One -Year Action Plan for fiscal year
2007 -2008
ISSUE:
Should the City reprogram unallocated Community Development Block Grant (CDBG)
funds from prior years to provide sidewalk improvements in eligible areas of the City
and handicap improvements to sidewalks Citywide?
RECOMMENDATION:
After receiving public comments and recommendations, staff recommends the
following:
1. Approve the Amendment to the City's One -Year Action Plan for fiscal year 2007-
2008; and
2. Approve a budget amendment increasing CDBG revenue estimates in 160 -4890 by
$78,300 representing new programming of prior year unallocated CDBG funds as
included in the amended FY 2007 -2008 CDBG One -Year Action Plan, appropriating
$78,300 to Account No. 7161- C5100020 for the Sidewalk, Curb and Gutter
Replacement project for FY07 -08 - Contract No. 3974; and transferring $78,300 from
Account No. 7013- C5100020 to the General Fund unappropriated fund balance.
BACKGROUND:
Each year, the City of Newport Beach receives Community Development Block Grant
(CDBG) funds from the U.S. Department of Housing and Urban Development (HUD).
These funds are to assist the City in meeting the affordable housing and community
development needs of its residents, particularly those persons and families considered
to have low or moderate levels of income. To ensure that these funds are used to meet
the greatest existing need within the community, the City undertakes a planning and
evaluation process that includes: 1) the Five -Year Consolidated Plan; 2) the One -Year
Amendment to FY 2007 -2008 CDBG One -Year Action Plan
April 22, 2008
Page 2
Action Plan; and, 3) the Consolidated Annual Performance and Evaluation Report
(CAPER).
In April 2007, the Newport Beach City Council approved the 2007 -2008 One -Year
Action Plan. The Action Plan delineates Newport Beach's plan for the use of its 2007-
2008 Community Development Block Grant (CDBG) funds. It describes the resources
available for program implementation; activities to be undertaken during the program
year; it provides a monitoring plan for projects funded using CDBG funds; it addresses
the City's homeless and anti - poverty strategies; and it coordinates efforts that will be
undertaken in the implementation of the Action Plan. The Action Plan incorporates final
funding allocations made by the City Council after taking public comments through a
public hearing process.
DISCUSSION:
The City Council recently approved a contract to replace damaged curb, gutter, and
sidewalk throughout the City. Part of the work included the CDBG funded ADA
sidewalk improvements. .City staff, along with the City's CDBG consultant, has
determined that a portion of the work not being funded with CDBG funds can become
eligible subject to the approval of an amendment to the City's 2007 -2008 One -Year
Action Plan. The proposed amendment, if approved, would allow the reprogramming of
prior year unallocated funds to the project.
At the March 11, 2008 City Council meeting, the City Council considered and approved
the awarding of Contract No. 3974 to Olivas Valdez, Inc. for the replacement of curb,
gutter and sidewalk at various locations throughout the City. The improvement included
the installation of ADA compliant curb cuts funded with CDBG funds. Since some of
the proposed curb, gutter, and sidewalk improvements (non ADA improvements) are
being proposed in CDBG eligible areas, CDBG funds can be used to pay for the
improvements located within such areas. However, in order to accomplish that, an
amendment to the CDBG funded ADA Sidewalk Improvement Project must be
approved by the City Council. The amendment calls for 1) the revision to the project
description adding the replacement of curb, gutter, and sidewalk in CDBG eligible
census tracts, and 2) the reprogramming of $78,300 in prior year unallocated funds to
cover some of the cost. The amendment would allow the City to replace the
commitment of $78,300 of general fund monies with CDBG funds.
PUBLIC NOTICE:
The City of Newport Beach is required by the U.S. Department of Housing and Urban
Development (HUD), and the Citizen Participation Plan, to publish a notice in a
newspaper of local circulation and to hold a public hearing whenever a substantial
change is made to an approved activity. A notice was published in the Daily Pilot
newspaper providing a thirty-day public review and comment period. The comment
period is from March 21, 2008 to April 21, 2008. In addition, the notice informed
concerned members of the public that the City Council would hold a public hearing for
Amendment to FY 2007 -2008 CDBG One -Year Action Plan
April 22, 2008
Page 3
the purpose of receiving public input to these proposed amendment on Tuesday, April
22, 2008 at 7:00 p.m. in the City Council Chambers. Written comments received on the
proposed substantial amendments to the One -Year Action Plan and the Five -Year
Consolidated Plan, if any, will be provided to the City Council at the public hearing.
ENVIRONMENTAL REVIEW:
Not subject to CEQA, as the Action Plan amendment is not a project, as defined in
Section 15378(b) (4).
FUNDING AVAILABILITY:
Upon approval of the budget amendment, sufficient funds are available in the following
account for the Sidewalk, Curb and Gutter Project for FY 2007 -2008 Contract No. 3794
awarded on March 11, 2008:
Account Description
CDBG
Proposed use is as follows:
Vendor
Olivas Valdez Inc.
Prepared by:
athlyn Bowden, A P
Economic Development Coordinator
Account Number
7161- C5100020
Total:
Purpose
Construction Contract
Total:
Attachments: March 11, 2008 Staff Report
FY07 -08 Award of Contract No. 3974
Submitted by:
Sharon Wood
Assistant City Manager
Amount
$ 78,300
$ 78,300
Amount
$ 78,300
$ 78,300
Sidewalk, Curb, and Gutter Replacement
ATTACHMENT
CITY COUNCIL STAFF REPORT - 03/11/08
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 8
March 11, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Steve Luy
949- 644 -3330 or sluy@dty.newport-beach.ca.us
SUBJECT: Sldewak Curb and Gutter Replacement FY07 -08 - Award of Contract
No. 3974
RECOMMENDATIONS:
1. Approve the project plans and specifications.
2. Award Contract No. 3974 to Olivas Valdez Inc. for the Total Bid Price of
$736,133.50, and authorize the Mayor and the City Clerk to execute the contract.
3. Establish $61,766.50 (8.7% of low bid) to cover the cost of unforeseen work.
DISCUSSION:
At 11:00 a.m. on February 14, 2008; the City Clerk opened and read the following bits
for this project:
The low total bid amount is 6 percent below the Engineer's Estimate of $785,000. The low
bidder, Olivas Valdez Inc. (Valdez), possesses a California State Classification W
Contractors License as required by the project specifications. A check of the Contractors
references indicates Valdez has satisfactorily completed similar projects for other
municipalities.
Bidder
Total Bid Amount
Low
Olivas Valdez, Inc.
$736,133.50
2
D & L Wheeler Enterprises
747,011.75
3
Damon Construction Co.
753,285.90
4
Haiitbrink Asphalt Paving, Inc.
763,711.40
5
LH. Engineering Co., Inc.
778,335.00
6
Sully Miller Contracting Co.
784,025.85
7
Nobest, Inc.
851,000.00
8
R.S.B. Group, Inc.
853,387.00
9
PALP , Inc. DBA Excel Paving
897,622.00
10
McKenna General Engineering
941,199.25
11
S. Parker Engineering, Inc.
944,174.50
The low total bid amount is 6 percent below the Engineer's Estimate of $785,000. The low
bidder, Olivas Valdez Inc. (Valdez), possesses a California State Classification W
Contractors License as required by the project specifications. A check of the Contractors
references indicates Valdez has satisfactorily completed similar projects for other
municipalities.
SWWwak Curb and Guthar RepIamirmt FYOT-08 —Award of CW&M no. 3874
Mardi 11. 20M
FaW 2
The majority of the work consists of reoonstnicting existing concrete sidewalks, curbs
and gutters, cross gutters, driveway approaches, access ramps, and median stamped
concrete; removing and pruning offending tree roots; and installing new tree root
barriers per City standards.
Valdez, Inc. is required to complete all work within 75 consecutive working days.
Environmental Review:
This project is categorically exempt from the provisions of CEQA per Section 15301(c),
since the project consists of making repairs to existing sidewalks and other
improvements that do not expand their current use. A Notice of Exemption has been
filed with the County Clerk.
Public Notice:
The Notice Inviting Bids was advertised in the City's official publication and in
construction industry publications.
Prior to starting work, two City - prepared construction Informational notices will be
distribute bythe contractor to residents and businesses within the Work vicinity. The
first notice Will be distributed ten days prior to the scheduled work. The second notice
will be distributed 48 hours before the work commence.
Geotechnical. Material Testing and Printing Costs:
In addition to the contract costs, approximately $5,200 in material testing and $2,000 for
printing and other incidentals are anticipated for this project. Services will be retained
from consultants with existing on-cal agreement with the City.
Funding Availability:
There are sufficient funds available in the following accounts for the project:
Account Description
General Fund
CDBG
General Fund
Account Number
7013 - 05100020
7161 - 05100549
7013 - 02001008
Total:
Amount
$
598,400
$
101,700
$
105,000
$
805,100
Proposed uses are as follows:
Vendor
Olives Valdez Inc.
Olives Valdez Inc.
Harrington Geotechnical
Various
Prepared by:
Sidewalk Curb and GWw Replacement FY07 -N—Awwd of C *ad No. 3974
March 11. 2008
Page 3
Purpose
Construction Contract
Construction Contingency
Materials Testing
Printing and Incidentals
Total:
Arnou n
$ 736,133.50
$ 61,766.50
$ 5,200.00
$ 2,000.00
$ 805,100.00.
Submitted by:
M r_
.$adum
%,__,,.--'Public hen Works director
City of Newport Beach
BUDGET AMENDMENT
2007 -08
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
NO. BA- 08BA -069
AMOUNT: $�s,3oa.00
IjIncrease 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 revenue estimates and expenditure appropriations based on an amendment to the CDBG One -Year Action Plan.
This change will reduce the General Fund appropriation for sidewalk, curb and gutter repair. Those funds will be returned to
the General Fund unappropriated fund balance.
ACCOUNTING ENTRY:
BUDGETARYFUNO BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund/Division Account
160 4890
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund - Fund Balance
Description
CDBG Funds
Description
Division
Number
7013
General Fund - Street
Account
Number
C5100020
Sidewalk, Curb, Gutter Repair
Division
Number
7161
CDBG
Account
Number
C5100020
Sidewalk, Curb, Gutter Repair
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
T1-
Signed:
Administrative Services Director
Signed: %��A - -
Administrative Aoorovi
Signed:
City Manager
City Council Approval: City Clerk
Debit Credit
$78,300.00
$78,300.00
$78,300.00.
Automatic
$78,300.00
Date y
ate
Date