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� Council Staff Report Agenda Item No. August 14, 2012
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: Robert Stein, Assistant City Engineer
APPROVED: ,U ✓�
TITLE: Lower Buck Gully Restoration Project — Completion and
Acceptance of Contract No. 3780
ABSTRACT:
On August 9, 2011, City Council awarded Contract No. 3780 to ECI Construction, Inc.
for an amount of $1,188,558.36 and established a 15 percent construction contingency
allowance. Work is now complete and Staff request City Council to accept and close out
the contract.
RECOMMENDATIONS:
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 65 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. 13BA- 007 transferring $18,000 from 7014 -
05002002 to Account No. 3170 -80883 for routine landscape maintenance services
for FY 2012 -13 for the Lower Buck Gully restoration area.
Lower Buck Gully Restoration Project— Completion and Acceptance of Contract No. 3780
August 14, 2012
Page 2
FUNDING REQUIREMENTS:
Funds for the construction contract were expended from the following account:
Account Description
Environmental Contribution
General Fund
DISCUSSION:
Account Number Amount
7255- C5002002 $ 705,000.00
7014- C5002002 558.768.88
$ 11263,768.88
Overall Contract Cost/Time Summary
*94 working -day construction period, 120 calendar -day plant establishment and maintenance period
The work for this contract included grading of a construction road into the canyon,
restoring the streambed near the center of the canyon, constructing rock - filled gabion
grade control structures and bendway weirs to guide flows into the center of the canyon,
installing subsurface wetland filters for water quality improvements, and re- vegetating
the canyon with California native plant materials. Following completion of the hydraulic
structures in February, the project design was effectively tested during a large storm in
April at which times the creek flows were redirected and contained as intended.
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:
Actual cost of bid items constructed:
Total change orders:
Final contract cost:
$ 1,188,558.36
1,237,448.86
26, 320.02
$1,263,768.88
2
Contract
Construction
Final Cost at
Contingency
Actual
Time
Time+
Contract Award
Completion
Target
Contract
(Under)
E tension
Amount
Change
or Over
(days
$1,188,558.36
$1,263,768.88
15%
L 6.30/o
94 +120* 1 27
*94 working -day construction period, 120 calendar -day plant establishment and maintenance period
The work for this contract included grading of a construction road into the canyon,
restoring the streambed near the center of the canyon, constructing rock - filled gabion
grade control structures and bendway weirs to guide flows into the center of the canyon,
installing subsurface wetland filters for water quality improvements, and re- vegetating
the canyon with California native plant materials. Following completion of the hydraulic
structures in February, the project design was effectively tested during a large storm in
April at which times the creek flows were redirected and contained as intended.
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:
Actual cost of bid items constructed:
Total change orders:
Final contract cost:
$ 1,188,558.36
1,237,448.86
26, 320.02
$1,263,768.88
2
Lower Buck Gully Restoration Project — Completion and Acceptance of Contract No. 3780
August 14, 2012
Page 3
The final construction contract cost of $1,263,768.88, which includes five change orders
(itemized below), was 6.3% over the original bid amount. There were 5 change orders
approved as part on the contract. The first two change orders were approved to
improve project constructability. Change Orders 3, 4 and 5 involved small changes in
the design to improve the performance and aesthetics of the project as well as to
improve canyon security.
CO #
Description
Cost
1
Additional backfill and com action to meet revised elevations
$ 3,5_37.00
2
Additional vegetation and tree removal/disposal
7,800.00
3
H dro -seed mix change
1,508.29
4
Install additional landscaping material
6,361.51
4
Install chain link fence and gate
3,931.30_
5
Install additional landscaping material
875.44
5
Install security si na e
438.67
5
Relocate bendway weir rocks
352.62
5
Re -H dro -seed project area
1,515.19
TOTAL
_
$26,320.02
Summary of the projected and actual project schedule is as follows:
Estimated completion date per July 2011 Schedule May 14, 2012
Project Awarded for Construction August 9, 2012
Contract Completion Date Plus Approved Extensions: June 12, 2012
Actual Completion Date: July 19, 2012
Post construction, there are maintenance and monitoring costs that are worthy of note.
Per the conditions of the Coastal Development Permit, the City is required to monitor
the health of the native plants installed on the restoration site for five -years and to make
recommendations regarding removal of invasive species and installation of new native
plants as needed to meet the required benchmarks. RBF Consulting is preparing a
proposal for the monitoring work and, if acceptable, staff will propose an amendment to
RBF's contract for approval. As recommended, Trugreen Landscape ( Trugreen), the
City's contractor, will perform the required "routine" landscaping work at a budget of
$18,000 for the first year. This landscaping work will be on -going maintenance.
On July 301h, staff met on site with OC Vector Control. Based on the discussions,
Trugreen will be given some additional tasks to remove algae in some low velocity
areas of the new creek. The excessive algae accumulation was a phenomenon that was
Lower Buck Guliy Restoration Project — Completion and Acceptance of Contract No. 3780
August 14, 2012
Page 4
also observed in Morning Canyon immediately after construction. The problem
disappeared the following year once the native plants had had time to establish. In
response to concerns by a couple property owners, Trugreen will also plant additional
mulefat and willow cuttings to better mask some of the exposed rocks. Trugreen is
preparing a budget for these additional tasks. It is not expected that this additional work
will be required in future years.
Project savings will be used to fund the 5 -year monitoring contract amendment, as well
as the routine and additional landscaping tasks this fiscal year. Funding for on -going
landscape maintenance will need to be addressed in the FY13114 budget.
ENVIRONMENTAL REVIEW:
The City - prepared Mitigated Negative Declaration for the Lower Buck Gully Restoration
Project was adopted by City Council on January 25, 2011.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
Location Map
Budget Amendment
ATTACHMENT A
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ATTACHMENT B
City of Newport Beach
BUDGET AMENDMENT
2012 -13
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations AND
X Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
NO. BA- 13BA -007
AMOUNT: $18,000.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
qX No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To transfer expenditure appropriations from the Prop 50 Buck Gully Stabilization CIP account to the Parks Contract
Services account for routine landscape maintenance services for FY 2012 -13 for the Lower Buck Gully restoration area.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIA TIONS (3603)
Description
Description
Amount
Debit Credit
' Automatic S
Signed:
Fin cia Approval: Finance D' r--
Signed:
Administra'veApproval: CitOAanager
Signed:
City Council Approval: City Clerk
$18,000.00
9 -a -ice
Date
Date
Date
Description
Division
Number
7014
Misc & Studies
Account
Number
C5002002
Prop 50 Buck Gully Stabilization $18,000.00
Division
Number
3170
MOD Parks
Account
Number
80883
Contract Services - Park s /Facililies
Division
Number
Account
Number
Division
Number
Account
Number
' Automatic S
Signed:
Fin cia Approval: Finance D' r--
Signed:
Administra'veApproval: CitOAanager
Signed:
City Council Approval: City Clerk
$18,000.00
9 -a -ice
Date
Date
Date