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NEWPORT REACH
C'9<IFORNP City Council Staff Report
Agenda Item No. 6
March 22, 2011
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen G. Badum, Public Works Director
949 - 644 -3311, sbadum @newportbeachca.gov
PREPARED BY: Bob Stein
APPROVED:
TSUNAMI WAR14ING SYSTEM - COMPLETION AND
TITLE: ACCEPTANCE OF CONTRACT NO. 4152
ABSTRACT:
On March 9, 2010, City Council awarded Contract No. 4152 (Tsunami Warning System) to
International Line Builders Inc. for a total contract cost of $122,810.00 plus a 10%
allowance for contingencies. The required work in now complete and staff requests City
Council accept and close out of the contract.
RECOMMENDATION:
1. Accept the completed work and authorize the City Clerk to file a Notice of Completion.
2. 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.
3. Release the Faithful Performance Bond one year after Council acceptance.
FUNDING REQUIREMENTS:
In addition to the primary construction contract, this project involved other project
expenses. Total project expenses are summarized as follows:
Construction $ 131,305.10
Poles pre- ordered by City 23,664.13
FCC Fee for System Frequency Assignment 456.75
Incidentals (two resident mailers, postage & reproduction) 5,641.00
Total Project Cost $161,066.98
Tsunami Warning System - Completion and Acceptance of Contract No. 4152
March 22, 2011
Page 2
Funds for the construction contract were expended from the following accounts:
Account Description Account Number Amount
General Fund 7017- C8002026 $131,305.10
Total: $131,305.10
DISCUSSION:
Overall Contract Cost/Time Summary
Construction
Actual
Contract
Time
Contract Award
Final Cost at
Contingency
Contract
Time
Under or
Com pletion
Target
Amount
Change
(days)
Over
$122,810.00
$131,305.10
10% or less
7%
60
0
This project consisted of installing sirens on tall poles at three locations along the
peninsula. The first location is near the end of Channel Road at the end of the peninsula,
the second is near the American Legion Hall (15th Street), and the third is near Seashore
Drive /59th Street. The command station was installed at Police Headquarters to allow
remote activation of the sirens. The City pre- ordered the poles under a separate purchase
order in an effort to expedite the projects construction.
The project was awarded on March 9, 2010. The contractor performed the project in two
phases. The electrical conduit and conductors were installed first in April. As the poles
were not delivered before Memorial Day, the installation of the poles and siren equipment
was performed after Labor Day as conditioned by the Coastal Development Permit. Both
phases of the work were performed by the same contractor in the allotted time of 60
working days.
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: $122,810.00
Actual cost of bid items constructed: 123,860.00
Total change orders:
Final construction contract cost:
7,445.10
$131,305.10
The final construction contract cost was approximately 7 percent above the original bid
amount. There was one change order to paint the sirens a shade of blue as specified by
the California Coastal Commission.
Additional time was needed in the construction phase to comply with the Coastal
Commission's requirement that no construction occur over the summer thus causing the
Tsunami Warning System - Completion and Acceptance of Contract No. 4152
March 22, 2011
Page 3
project to run longer then originally scheduled, however work was completed on time in
accordance with the awarded contract. A summary of the project schedule is as follows:
Estimated completion date per June 2010 Schedule: October 18, 2010
Project Award for construction: March 9, 2010
Contract Completion Date Plus Approved Extensions: December 3, 2010
Actual Construction Completion Date: December 3, 2010
ENVIRONMENTAL REVIEW:
City Council found this project exempt from the California Environmental Quality Act
( "CEQA ") pursuant to Section 15303 (New Construction of Small Structures), Section
15304 (Minor Alterations of Land), and Section 15332 (In -fill Development Projects) the
CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it had no
potential to have a significant effect on the environment.
NOTICING:
This agenda item has been noticed according to the Brown Act. In addition, the City Clerk
will be filing a Notice of Completion for the project as a result of this action.
Prior to advertising the project, this project was the subject of discussion at three Council
Study Sessions. A special public meeting was held on June 15, 2009, to review the
proposed project.
The Notice Inviting Bids was advertised in the City's official publication and in construction
industry publications. Prior to starting work at each of the three siren locations, two City
prepared notices were distributed by the contractor to the nearby residents. The first notice
was distributed ten days before starting work and the second notice 48 hours prior to
starting work.
Submitted by:
Director
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