HomeMy WebLinkAbout15 - Eastbluff Park & Bonita Creek Park Recycled Water RetrofitsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 15
November 24, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Iris Lee, Senior Civil Engineer
949 - 644 -3323 or ilee @NewportBeachCa.gov
SUBJECT: EASTBLUFF PARK AND BONITA CREEK PARK RECYCLED WATER
RETROFITS — AWARD OF CONTRACT NO. 4134
Recommendations:
Approve the project drawings and specifications.
2. Award Contract No. 4134 to Green Giant Landscape, Inc. (Green Giant) for the
Total Bid Price of $470,328.00 and authorize the Mayor and the City Clerk to
execute the contract.
3. Establish an amount of $50,000.00 to cover the cost of unforeseen work.
4. Approve a Budget Amendment No. BA10- transferring $50,028.00 from
Water Enterprise Account No. 7511- C6002007 (Peninsula Point Water Main
Improvements) to Water Enterprise Account No. 7511- C6002006 (Eastbluff Park
Reclaimed Water Irrigation Project).
Approve Amendment No. 1 to Professional Services Agreement for the project
with Tetra -Tech, Inc., of Irvine, California, for design and construction services at
a contract price of $27,700.00 and authorize the Mayor and City Clerk to execute
the Agreement.
History:
The Eastbluff Park and Bonita Creek Park Recycled Water Retrofits contract was
previously advertised for construction bids in June 2000. Due to requested additional
modifications from Orange County Water District and health departments, and the lack
of bidder interests in the project at the time, the single received bid was rejected and the
project was delayed. Based on ongoing discussion with the regulatory agencies, all
concerns have now been addressed, and requested design changes have been made
and approved for construction.
Eastbluff Park and Bonita Creek Park Recycled Water Retrofits —Award of Contract No. 4134
November 24, 2009
Page: 2
Discussion:
At 10:00 A.M. on November 12, 2009 the City Clerk opened and read the following six
bids for this project:
BIDDER
Low Green Giant Landscape, Inc.
2 Belaire -West Landscape, Inc
3 Sierra Landscape Co.
4 Tal Cal Engineering, Inc.
5 GCI Construction, Inc.
6 MMC, Inc.
7 Sunrise Landscape Co., Inc.
TOTAL BID AMOUNT
$ 470,328.00*
$ 518,000.00
$ 520,000.00
$ 574,681.00
$ 623,300.00
$ 689,000.00
$ 696,000.00
* As -bid amount is $469,328.00
The low total bid amount is 25 percent lower than the Engineer's Estimate of
$625,000.00. The difference between the estimate and low bid price may reflect the
current economic volatility. The low bidder, Green Giant Landscape, Inc., possesses a
California State Contractors License Classification "A" as required by the project
specifications. A check of Green Giant's references indicates satisfactory completion
of similar projects for other local agencies within the Southern California region.
This project entails the construction of recycled water irrigation systems to replace the
domestic water irrigation systems at Eastbluff Park, Bonita Creek Park, and Vista del Sol
median. General work items include the construction of swivel ell facilities, modification to
the domestic water supply, installation of recycle and non - potable water systems in
conformance with the Department of Health requirements, and modification to the
irrigation systems' electrical connections.
Pursuant to the Contract Specifications, the Contractor will have 140 consecutive
working days to complete the work per Contract specifications.
Environmental Review:
This project is exempt from the California Environmental Quality Act (CEQA) pursuant
to Section 15302 of the CEQA Guidelines. This exemption covers the replacement of
existing irrigation systems.
Public Notice:
The Notice Inviting Bids was advertised in the City's official publication and in
construction industry publications. Prior to starting work, two City - prepared notices will
be distributed by the contractor to residents and businesses. The first notice will be
distributed ten days prior to construction mobilization and the second notice 48 hours
prior to starting work in the area.
Eastbluff Park and Bonita Creek Park Recycled Water Retrofits - Award of Contract No. 4134
November 24, 2009
Page: 3
Construction Services and Other Costs:
In addition to the Contract costs, a not -to- exceed cost of $27,700.00 in construction
services will be performed under Amendment No. 1 to Professional Services Agreement
with Tetra -Tech, Inc. These construction services are required by State and County
Health Departments for approval of recycled water use in public facilities.
Two thousand dollars is included for printing and other incidentals.
Funding Availability:
Upon approval of the budget amendment, sufficient funds will be available in the
following account:
Account Description
Water Enterprise
Proposed uses are as follows:
Vendor
Green Giant Landscape, Inc.
Green Giant Landscape, Inc.
Tetra -Tech, Inc.
Various
Prepared by:
I' e
enior Civil Engineer
Account Number Amount
7511- C6002006 $ 550,028.00
Total: $ 550,028.00
Purpose
Amount
Construction Contract
$
470,328.00
Construction Contingency
$
50,000.00
Construction Services
$
27,700.00
Construction Support, Printing
$
2,000.00
and Incidentals
Total:
$
550,028.00
Submitted
Badum
s Director
Attachments: Project Location Map
Amendment No. 1 to Professional Services Agreement with Tetra -Tech
Budget Amendment
EASTBLUFF PARK AND BONITA CREEEK PARK RECYCLED WATER RETROFITS
CONTRACT NO. 4134
PROJECT LOCATION MAPS
LOCATION MAP
NOT TO SCALE
LOCATION MAP
NOT TO SCALE
.o
_
LOCATION MAP
NOT TO SCALE
LOCATION MAP
NOT TO SCALE
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT WITH
TETRA -TECH, INC. FOR EASTBLUFF AND BONITA CREEK PARKS
RECYCLED WATER RETROFIT AND IRRIGATION IMPROVEMENTS
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT,
is entered into as of this day of , 2009, by and between the CITY
OF NEWPORT BEACH, a Municipal Corporation ( "CITY"), and TETRA -TECH, INC., a
Delaware corporation whose address is 16241 Laguna Canyon Road, Suite 200, Irvine,
California 92618 ( "CONSULTANT "), and is made with reference to the following:
RECITALS:
A. On September 8, 2008, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT," for design
services for the Eastbluff and Bonita Creek Parks Recycled Water Retrofit and
Irrigation Improvements, hereinafter referred to as "PROJECT."
B. CITY desires to enter into this AMENDMENT NO. ONE to reflect additional
services not included in the AGREEMENT, to extend the term of the
AGREEMENT to December 31, 2010, and to increase the total compensation
C. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT.
D. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. ONE," as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
The term of the AGREEMENT shall be extended to December 31, 2010.
2. ADDITIONAL SERVICES TO BE PERFORMED
In addition to the services to be provided pursuant to the AGREEMENT,
CONSULTANT shall diligently perform all the services described in
AMENDMENT NO. ONE including, but not limited to, all work set forth in the
Scope of Services attached hereto as Exhibit A and incorporated herein by
reference. The City may elect to delete certain tasks of the Scope of Services at
its sole discretion.
3. COMPENSATION
City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached to the AGREEMENT. Consultant's total amended
compensation for all work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Sixty
Two Thousand, Seven Hundred Dollars and no /100 ($62,700.00) without prior
written authorization from City,
3.1 The amended compensation reflects Consultant's additional
compensation for additional services to be performed in accordance with
this AMENDMENT NO. ONE, including all reimbursable items and
subconsultant fees, in an amount not to exceed Twenty -Seven Thousand,
Seven Hundred Dollars and no /100 ($27,700.00), without prior written
authorization from City.
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
ONE on the date first above written.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
AZA
111IF:�M.1 Ron
ATTEST:
M
Leilani I. Brown,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Edward D. Selich,
Mayor
CONSULTANT: TETRA -TECH, INC.
By:
Sam W. Box,
President
By:
Steven M. Burdick,
Senior Vice President,
Corporate Controller
Attachment: Exhibit A — Additional Services to be Performed
2
CITY OF NEWPORT BEACH
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REQUEST FOR APPROVAL OF ADDITIONAL SERVICES
The following correspondence summarizes our request for an increase in the budget authorization to
compensate us for the additional services that we have or will be required to perform during the
execution of the project.
Scope of Work
Bonita Creek Park: Summarized herein is the additional effort for Bonita Creek Park:
I. Add the design of a master valve with pressure reducing capabilities and precast concrete vault.
The pressure reducing valve and vault were deleted and the design of the master valve vault was
added as Detail 1 on Sheet 5 of the drawing set. This change was requested by the Utilities
Department and Parks Department.
F. The original proposal effort assumed a oonare-te pad for Me swivel ell design. -Dtie to the location
of the proposed swivel ell, retaining walls were required to locate the concrete pad within an
existing slope. Additional design efforts were required for these retaining walls.
1 The City has requested that the existing irrigation system be redesigned around the proposed
swivel ell pad and master valve vault. Dave Pagano with d.d. Pagano will perform this work. This
will require a field meeting with the Parks Department to review the existing irrigation system and
identify the existing sprinkler heads. The irrigation modifications will be added to the site plan
shown on Sheet 4.
4. The City has requested that the construction notes on Sheets 7, 4 and 5 be re- numbered so that
they are sequential with no duplicates.
Fastbluff Park: Summarized herein is the additional effort for Eastbluff Park:
1. The City has requested that the existing irrigation system be redesigned to accommodate the home
run fence on the baseball field. d.d. Pagano will perform this work and will provide laterals and
heads on each side of the fence.
2. The City has requested that the construction notes on Sheets 14, 5 and 6 be re- numbered so that
they are sequential with no duplicates.
General Items of Work
Our original proposal assumed three meetings with the City to discuss and review the project. To date
we attended seven (7) meetings and anticipate at least one more review meeting prior to completing
the bid ready plans. We are requesting the City give consideration to the additional time and effort
spent for the additional five meetings.
Task: Construction Services
A. Pre - Construction Phase:
1. Respond to bidder's questions during the bid advertisement period and assist in preparation of
addendums, when required. For this effort, we have assumed the preparation of two
addendums.
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CITY OF NEWPORT BEACH
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2. Attend the pre -bid construction meeting to respond to questions from Contractors. The
meeting will be attended by both Tetra Tech and Dave Pagano.
B. Construction Support Services:
1. Provide shop drawing review of all shop drawing submittals. For this proposal, we have
assumed a total of thirty (30) shop drawings will be required for the project. We have included
within the budget a second review of each shop drawing submittal.
2. Respond to Requests for Information (RF[s). We have assumed five (5) RF[s.
3. d.d. Pagano will provide field observation, shop drawing review, preparation of punch list and
attend irrigation construction meetings. We have assumed 40 hours for this work.
Summary
We are requesting our budget authorization be increased by $27,700. The revised authorization budget
for this project will be increased from $35,000 to $62,700.
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City of Newport Beach NO. BA- 10BA -021
BUDGET AMENDMENT
2009 -10 AMOUNT: $so,oza.00
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance
Transfer Budget Appropriations X No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To transfer expenditure appropriations from Peninsula Point Water Main Improvement Project to the Eastbluff Park
Reclaimed Water Irrigation Project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Amount
Debit Credit
Automatic System Entry.
$50,028.00
Signed: _/,jl2 r --*-
inancial Approval: /Administrative Services Director Date
Signed:
Admi is alive Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date
Description
Division
Number
7511 Water Capital - Distribution & Piping
Account
Number
C6002007 Peninsula Point Water Main Improve $50,028.00
Account
Number
C6002006 Eastbluff Park Reclaimed Water Irrigation
Division
Number
Account
Number
Division
Number
Account
Number
Automatic System Entry.
$50,028.00
Signed: _/,jl2 r --*-
inancial Approval: /Administrative Services Director Date
Signed:
Admi is alive Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date