HomeMy WebLinkAbout15 - McFadden Square Centennial MonumentCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 15
October 14, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Emmet Berkery
714 - 343 -3474 or embpe @aol.com
SUBJECT: MCFADDEN SQUARE CENTENNIAL MONUMENT— COMPLETION
AND ACCEPTANCE OF CONTRACT NO. 3981
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 1 year after Council acceptance.
5. Approve a Budget Amendment recognizing new revenues received for the
McFadden Square Centennial Monument and appropriating $22,000 to Account
No. 7015- C8002005 to complete the construction of this project.
6. Approve a Budget Amendment appropriating from the unappropriated General
Fund balance $15,000 to Account No. 3140 -8034 and $5,000 to Account No.
5300 -8034 to repair damages to City property caused by a private party.
DISCUSSION:
On April 25, 2006, the City Council reviewed a concept plan from the Centennial
Sponsorship Development Committee for a proposed project at McFadden Square to
commemorate the City's Centennial. A concept plan was developed by Peridian
International, Inc. after several months of input, discussion, and review by City staff, the
public, and the City Arts Commission. While the concept plan had two phases, this
contract was for the construction of Phase 1 improvements only, covering the area
between the four benches near the entry to Newport Pier and the Dory Fishing Fleet.
On November 27, 2007, the City Council authorized the award of the McFadden Square
Centennial Monument (Contract No. 3981) to Hillcrest Contracting, Inc. for the total
contract bid price of $369,582.75. The contract provided for the construction of decorative
concrete hardscape, installation of granite pavers in a labyrinth pattern with engraved text
McFadden Square Centennial Monument NOC
October 14, 2008
Page 2
outlining the City's history, installation of pre -cast benches, installation of additional
granite pavers engraved with the names of donors to the project, and construction of a
concrete base for the sculpture (fabrication and installation of the sculpture was included
in a separate contract). 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: $369,582.75
Actual amount of bid items constructed: 369,582.75
Total amount of change orders: 40,249.91
Final contract cost: $409,832.66
The final overall construction cost including four Change Orders was 10.9 percent over
the original bid amount. The change orders were as follows:
Change Order
I Description
Amount
1
Additional graphics design and additional engraving on
$10,300.29
certain pavers, and removal and relocation of electric
and lighting conduits which were damaged by removal
of the existing McFadden Square plaza hardscape. The
conduits had a very shallow cover (on the order of 12 "),
which precluded their being left in place.
2
Installation of 4 pre -cast bollard lights surrounding the
$19,031.00
scut lure to highlight it.
3
Miscellaneous extras: applied sealant on cobblestone
$7,027.29
avers to provide for better long term wear.
4
Miscellaneous extras: maintain construction fencing in
$3,891.33
lace until evening before the unveiling ceremony.
Total Project Change Orders
$40,249.91
All work was substantially completed by July 18, 2008. The following is a summary of
the project schedule:
Schedule Summary
Estimated Completion date per June "07 Schedule: May 2008
Project award for construction: November 27, 2007
Estimated completion date at award: May 27, 2008
Actual completion date: July 18, 2008
ENVIRONMENTAL REVIEW:
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15301 of the CEQA Implementing Guidelines. This
exemption covers minor alterations of public highways and facilities involving negligible
or no expansion of use beyond that existing at the time the project was authorized by
City Council.
McFadden Square Centennial Monument NOC
October 14, 2008
Page 3
Funding Availability:
In addition to the primary construction contract, this project involved other project
expenses summarized as follows:
Construction
Artist
Conceptual Design
Fundraising
Construction Observation
Engraving
Landscaping
Geotechnical Testing
Miscellaneous
Total Project Cost
$409,832.66
110,000.00
35,500.00
13, 068.32
10,627.02
8,277.50
1,100.00
882.00
196.89
$589,484.39
Funding for this project was intended to provided through private fund raising efforts. In
order to have the improvements substantially complete before summer 2008, however,
funds were advanced by the City so that construction could commence right away. On
November 27, 2007, the City Council approved an advance of $185,500 from the
unappropriated General Fund reserves to be combined with monies available from fund
raising efforts to date and a contribution of $50,000 from the Centennial budget that
was set aside for the McFadden Square project. As of this report, the Committee has
raised approximately $515,200 and fundraising efforts are continuing. The attached
Budget Amendment recognizes the additional funds received through private donations
and appropriates additional funds needed to complete the project. In summary, the
City's advance is reduced from $185,500 to $24,300 with the majority of funds
($515,200) coming from private sources and $50,000 from the Centennial budget.
Funds for the construction contract were expended from the following accounts:
Account Description Account Number Amount
McFadden Square Centennial Monument 7015- C8002005 $409,832.66
Total. $409,832.66
It should also be noted that some of the new improvements including three benches, a
street light and a bollard were damaged recently by a malicious act. General Services
staff is currently identifying the extent of the damage and working with suppliers and
vendors to order replacement items. It is anticipated it will be several weeks before the
damaged items are replaced. Risk Management will be seeking reimbursement for the
costs to repair the damages from the private party through a third party claim.
Prepared by- Submitte
Fe,.-Emmet Berkery p G. Badum
Project Engineer u C Works Director
City of Newport Beach NO. BA- 09BA -017
BUDGET AMENDMENT
2008 -09 AMOUNT: $az,000.00
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates Increase in Budgetary Fund Balance
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
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations related to the fundraising efforts and construction
of the McFadden Square Centennial Monument and to increase expenditures from the General Fund unappropriated
fund balance for monument repairs due to damages caused by malicious acts.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010 3605 General Fund - Fund Balance
REVENUE ESTIMATES (3601)
Fund /Division Account
0129 5887
EXPENDITURE APPROPRIATIONS (3603)
Description
Council - McFadden Square Donations
Division Number
Account Number
Signed:
Signed:
Approval: Administrative Services
City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$20,000.00
$22,000.00
$15,000.00
$5,000.00
$22,000.00
Date
z9 e 7g 47�
Date
Description
Division
Number
3140
General Services - Operations Support
Account
Number
8034
Maintenance 8 Repair Damage
Division
Number
5300
Utilities - Electrical
Account
Number
8034
Maintenance 8 Repair Damage
Division
Number
7015
General Fund - Parks
Account
Number
C8002005
McFadden Square Centennial Monument
Division Number
Account Number
Signed:
Signed:
Approval: Administrative Services
City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$20,000.00
$22,000.00
$15,000.00
$5,000.00
$22,000.00
Date
z9 e 7g 47�
Date