HomeMy WebLinkAbout17 - Irvine Avenue Award2,W,oRT CITY OF dry(
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9F0R� City Council Staff Report Agenda Item No. 17
May 22, 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: Iris Lee, Senior Civil Engineer
APPROVED: c+� G-'l ilk
TITLE: Irvine Avenue Median Landscape Improvements —Award of
Contract No. 5035
ABSTRACT:
Staff received favorable construction bids for the Irvine Avenue Median Landscape
Improvements Project and is requesting City Council's approval to award the work to
KASA Construction, Inc.
RECOMMENDATIONS:
1. Select the palm tree species to be installed under this contact — Date Palm,
Queen Palm, or King Palm;
2. Approve the project drawings and specifications;
3. Award Contract No. 5035 to KASA Construction, Inc., (KASA) for the total bid
price of $308,075.00 and authorize the Mayor and City Clerk to execute the
contract; and
4. Establish a contingency of $32,622.23 (approximately 10 percent) to cover the
cost of unforeseen work and pay for additional crack repair.
5. Approve Budget Amendment No. 12BA- 038 appropriating $360,000.00 to
Account No. 7013- C2002050 (Irvine Avenue Medians) from General Fund
operational savings, Account No. 010 -3605.
Irvine Avenue Median Landscape Improvements — Award of Contract No. 5035
May 22, 2012
Page 2
FUNDING REQUIREMENTS:
The Budget Amendment records and appropriates $360,000.00 in increased
expenditures. The contract cost will be expensed to the Irvine Avenue Medians account
in the Public Works Department, 7013- C2002050.
Proposed uses are as follows:
Account Description
Irvine Avenue Medians
Vendor
KASA Construction, Inc.
KASA Construction, Inc.
Miramar Wholesale Nurseries
Account Number
7013- C2002050
Total
Purpose
Construction Contract
Construction Contingency
African Tulip Tree
Procurement by City
Total
Anticipated annual maintenance cost:
Amount
$ 360,000.00
$ 360,000.00
Amount
$ 308,075.00
32,622.23
19.302.77
$ 360,000.00
$9,700
Pursuant to the Cooperative Agreement for Irvine Avenue Median Improvements from
Westcliff Drive to Dover Drive entered on June 11, 2002 by and between the City of
Newport Beach and City of Costa Mesa, the City of Newport Beach is responsible for
"extraordinary costs" above and beyond the 50 percent annual maintenance cost of
subject medians. Staff is currently in the process of developing a new cooperative
agreement with the City of Costa Mesa.
DISCUSSION:
In September 2011, the City removed the existing trees within the Irvine Avenue
landscaped medians from Westcliff Avenue to Dover Drive. Since these medians are
owned and maintained by the Cities of Costa Mesa and Newport Beach, staff presented
a conceptual reforestation design during a joint session of the Parks Commissions of
both cities at the City of Costa Mesa on December 7, 2011, seeking comments and
direction.
The joint commission decided that the reforestation should include a variety of ground
covers and two tree species - the African Tulip Tree (Spathodea campanulata) and a
palm tree to be selected by the Newport Beach City Council at the time of construction
Z
Irvine Avenue Median Landscape Improvements — Award of Contract No. 5035
May 22, 2012
Page 3
project contract award. With three palm tree varieties to choose from, staff structured
the construction bid documents with the Date Palm variety as a part of the base bid.
At 10:00 A.M. on May 2, 2012, the City Clerk opened and read the following bids for this
project:
BIDDER
Low KASA Construction, Inc.
2 STL Landscape, Inc.
3 Green Giant Landscape, Inc.
4 Marina Landscape, Inc.
5 Nobest, Inc.
6 GMC Engineering, Inc.
TOTAL BID AMOUNT
$308,075.00
$320,029.00
$351,910.00
$355,681.50
$363,671.00
$387,000.70
KASA Construction's total base bid amount is 18 percent less than the Engineer's
Estimate of $363,200.00. The lower prices received is most probably the result of the
continued competitive construction bidding environment.
The City Council, at its option, can substitute the Date Palms included in the base bid
with either Queen Palms (Syagrus romanzoffianum) or King Palm (Archontophoenix
cunninghamiana). The cost of planting Queen Palms in place of the Date Palms will
result in a $6,000 reduction in overall project cost. On the contrary, the planting of King
Palms instead of Date Palms will increase the overall project cost by $204,000. Given
the substantial additional cost to plant the King Palms and the joint commission's desire
for a more robust palm tree to compliment the proposed landscape, staff recommends
City Council to select the "Date" Palm.
In addition to the new trees, this Project will also clear, grub, and grade the existing
raised medians to accommodate new landscaping and a modified irrigation system;
reconstruct select median curbs and gutters; construct concrete paving and
maintenance walks along the perimeter of the raised medians for use by the service
workers; and modify the existing southbound Irvine Avenue double left -turn pocket to
achieve a more efficient configuration.
The low bidder, KASA Construction, Inc., possess California State Contractors Licenses
Classifications of "A" and "C -27" as required by the project specifications. A check of
KASA Construction, Inc., references indicates satisfactory completion of similar projects
for the City and other local municipalities.
Pursuant to the contract specifications, KASA Construction, Inc. will have 65
consecutive working days to complete the work followed by a 60 -day landscape
establishment period and 30 -day landscape maintenance period.
15
Irvine Avenue Median Landscape Improvements — Award of Contract No. 5035
May 22, 2012
Page 4
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act ( "CEQA ") pursuant to Section 15302 (Replacement or
reconstruction of an existing facility) 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:
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:
Attachments: A. Location Map
B. Tree Photos
C. Budget Amendment
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CRY OF COSTA MESA
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CRY OF NEWPORT BEACH ^• ,
IRVINE AVENUE MEDIANS LOCATION MAP
IRINVE AVENUE MEDIAN
LANDSCAPE IMPROVEMENTS
C -5035
I
PUBLIC WORKS DEPARTMENT
PROJECT LOCATION MAP
r.
ATTACHMENT B
Irvine Avenue Median Landscape Improvements, C -5035
African Tulip Tree
Date Palm
PF
Queen Palm
King Palm
,
C',
Cory of Newport Beach NO. BA- 12BA -038
BUDGET AMENDMENT
2011 -12 AMOUNT: $3so,000.ao
EFFECT ON BUDGETARY FUND BALANCE:
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
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To appropriate $360,000 for palm tree installation project for Irvine Avenue Medians from Surplus Operational Savings.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund - Fund Balance
Description
Description
Division Number 7013 Street
Account Number C2002050 Irvine Avenue Medians
Signed: 0j
Financial
Signed:
Signed:
oval (Finance Director
Approval: City Mane
City Council Approval: City Clerk
Amount
Debit Credit
$360,000.00 '
$360,000.00
S ?• J ;--
Date
S 0b
Date
Date