The URL can be used to link to this page

Home My WebLink About17 - Energy Efficient Streetlight NOC (C-4232)Agenda Item No. 17 June 14, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FRONT: Public Works Department Stephen G. Badum, Public Works Director 949 - 644 -3311, sbadum @newportbeachca.gov PREPARED BY: Iris Lee, P.E. APPROVED:�Ll� ENERGY EFFICIENT STREETLIGHT IMPROVEMENT PROJECT - TITLE: COMPLETION AND ACCEPTANCE OF CONTRACT NO. 4232 ABSTRACT: On May 25, 2010, City Council awarded Contract No. 4232 to Macadee Electrical Construction, Inc. for an amount of $725,928.00 and a 25 percent contingency allowance. Work is 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. 4. Approve Budget Amendment No BA11 -, C2202000 to account 7013- C2202002. FUNDING REQUIREMENTS: transferring $7,185.00 from account 7013- The Budget Amendment records and transfers $7,185.00 in project savings for increased expenditure appropriations. The funds will be posted to the Streetlight Conversion Harbor Hills account in the Public Works Department, 7013- C2202002. Funds for the construction contract were expended from the following accounts: Account Description EECBG Fund General Fund Account Number Amount 7251- C2202003 $ 852,800.00 7013- C2202002 $ 61,784.50 Total: $ 914,584.50 1 DISCUSSION: Energy Efficient Streetlight Improvement Project - Completion and Acceptance of Contract No. 4232 June 14, 2011 Page 2 Overall Contract Cost/Time Summary The completed contract work removed deteriorated streetlight fixtures, installed new energy efficient light- emitting diode (LED) streetlight fixtures, and upgraded an existing streetlight circuit per the City's Streetlight Replacement Master Plan. The project upgraded 202 streetlights and allowed for the removal of 16 streetlights in five general locations: 1. Balboa Pier; 2. Newport Pier; 3. McFadden Plaza and adjacent parking lot area; 4. Harbor View Hills Community; and 5. San Joaquin Hills Road between Jamboree Road & MacArthur Boulevard. These new improvements will yield energy savings and thus on -going system cost. Based a preliminary pre- and post - project audit of the Harbor View Hills Community alone, we are seeing over 50 percent energy cost reductions in the billing from Southern California. Given the low- maintenance nature of LED streetlights (i.e., a minimum 10 -year fixture and bulb life expectancy), further cost savings from maintenance is expected. Staff is currently working with Southern California Edison to compile an actual savings comparison at the abovementioned locations. 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: $725,928.00 Actual cost of bid items constructed: 728,879.00 Contract 185,705.50 Construction Final Cost at Contingency Actual Time+ Time Contract Award Completion Target Contract Extteen Under or Amount Change sion Over $725,928.00 $914,584.50 25% or less 25.8% 1 151 +27 The completed contract work removed deteriorated streetlight fixtures, installed new energy efficient light- emitting diode (LED) streetlight fixtures, and upgraded an existing streetlight circuit per the City's Streetlight Replacement Master Plan. The project upgraded 202 streetlights and allowed for the removal of 16 streetlights in five general locations: 1. Balboa Pier; 2. Newport Pier; 3. McFadden Plaza and adjacent parking lot area; 4. Harbor View Hills Community; and 5. San Joaquin Hills Road between Jamboree Road & MacArthur Boulevard. These new improvements will yield energy savings and thus on -going system cost. Based a preliminary pre- and post - project audit of the Harbor View Hills Community alone, we are seeing over 50 percent energy cost reductions in the billing from Southern California. Given the low- maintenance nature of LED streetlights (i.e., a minimum 10 -year fixture and bulb life expectancy), further cost savings from maintenance is expected. Staff is currently working with Southern California Edison to compile an actual savings comparison at the abovementioned locations. 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: $725,928.00 Actual cost of bid items constructed: 728,879.00 Total change orders: 185,705.50 Final construction contract cost: $914,584.50 At the time of contract award, City Council approved a 25% project contingency to upgrade the Harbor View Hills Community streetlights from high - pressure sodium (HPS) to energy- efficient LED streetlights. The cost of this Council approved change was $180,670.50 and accounted for almost the entire total project change order amount. The remaining change order amount of $5,035.00 accounted for unforeseen project costs bringing the final construction contract cost to 25.8% above the original bid amount. There were eight change orders broken down as shown below: 2 Energy Efficient Streetlight Improvement Project - Completion and Acceptance of Contract No. 4232 June 14, 2011 Page 3 CO # Description Cost 1 Install birdspikes $3,941.00 2 Harbor View Hills: Change streetlights, from HPS to LED $173,910.00 3 Harbor View Hills: Install 3" to 4" pole adaptors for LED streetlights $1,433.50 4 McFadden Plaza: Change Lumec LED streetlight to ELA LED streetlight - $2,071.00 5 Harbor View Hills: Relocate service cabinet $1,967.00 6 Harbor View Hills: Modify service cabinet for contactors $945.00 7 Harbor View Hills: Install an additional LED streetlight $2,415.00 8 Remove and replace three streetlight foundations $3,165.00 TOTAL $185,705.50 Given the quantity of the Harbor View Hills Community streetlight fixture change, the manufacturer needed additional time to fabricate and deliver these specialty LED streetlight fixtures. A summary of the project schedule is as follows: Estimated completion date per July 2010 Schedule: June 2010 Project Award for construction: May 25, 2010 Contract Completion Date Plus Approved Extensions: April 1, 2011 Actual Construction Completion Date: May 10, 2011 ENVIRONMENTAL REVIEW: City Council found this project exempt from the California Environmental Quality Act ( "CEQA ") pursuant to Section 15302 (2)(c) (replacement of existing facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has 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. The Notice Inviting Bids was advertised in the City's official publication and in construction industry publications. Suhmittari by- Attachment: Location Map 3 ,3 t � 4 SAN JOAQUIN FULLS RD BALBOA PIER 4 a � d /Y �/ FIARU(TR \�EIV COMMUNITY S p E� r ID /] r 4 - MCFADDEN PLAZA AND NEWPORT PIER PROBECT IOCGT10td RiAP �+ ENERGY EFFICIENT STREETLIGHT IMPROVEMENT PROJECT, C -4232 COMPLETION AND ACCEPTANCE OF CONTRACT CITY OF NEWPORT BEACH -PUBLIC WORKS DEPARTMENT �tIFO�� 4 City of Newport Beach BUDGET AMENDMENT 2010 -11 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase Expenditure Appropriations AND qX Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: NO. BA- 11 BA -046 AMOUNT: $7,185.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance To transfer expenditure appropriations from the Westcliff Street Light Conversion account to the Harbor View Hills Street Light Conversion to cover increased expenditure appropriations. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Description Signed: Signed: Signed: —)we, Approval: City City Council Approval: City Clerk Services Director Amount Debit Credit $7,185.00 Automatic $7,185.00 Date `l41 a-at I Date Date 5 Description Division Number 7013 Street Account Number C2202000 Street Light Conversion Westcliff Division Number 7013 Street Account Number C2202002 Street Light Conversion Harbor Hills Division Number Account Number Division Number Account Number Signed: Signed: Signed: —)we, Approval: City City Council Approval: City Clerk Services Director Amount Debit Credit $7,185.00 Automatic $7,185.00 Date `l41 a-at I Date Date 5