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Home My WebLink About15 - Newport Heights Alley ReplacementTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report June 13, 2017 Agenda Item No. 15 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Frank Tran, Civil Engineer, ftran@newportbeachca.gov PHONE: 949-644-3340 TITLE: Newport Heights Alley Replacement — Award of Contract No. 7028-3 (15R18) ABSTRACT: Staff received acceptable construction bids for the Newport Heights Alley Replacement project, which includes reconstructing alleys in Newport Heights, and constructing new sidewalks on 15th Street and Irvine Avenue, and requests City Council's approval to award the construction contract to Nobest Inc. (NOBEST). RECOMMENDATIONS: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15301 Class 1 (c) (maintenance of existing public facilities involving negligible or no expansion of use); b) Approve the project drawings and specifications; c) Award Contract No. 7028-3 to NOBEST for the total bid price of $3,385,000.00, and authorize the Mayor and City Clerk to execute the contract; d) Establish $508,000.00 (approximately 15 percent) contingency amount to cover the cost of unforeseen work not included in the original contract; e) Approve Budget Amendment No. 17BA-036 transferring $857,970 in estimated project savings from 01201927-980000-15R14 (Corona del Mar Concrete Pavement Reconstruction Phase 2), $168,976 in project savings from 01201927-980000-15R13 (Corona del Mar Concrete Pavement Reconstruction Phase 1) and $134,942 in project savings from 01201926-980000-151-18 (Turf Replacement/Irrigation) to Account No. 01201927-980000- 15R18 (Newport Heights Alley Replacement); and f) Approve Amendment No. 2 to the Professional Services Agreement with TAIT & Associates, Inc. of Santa Ana, California, (TAIT) in the amount of $30,000.00 for additional engineering services, and authorize the Mayor and City Clerk to execute the Amendment. 15-1 Newport Heights Alley Replacement — Award of Contract No. 7028-3 (15R18) June 13, 2017 Page 2 FUNDING REQUIREMENTS: Upon approval of the budget amendment, there will be sufficient funding for this project. The following funds will be expensed: Account Description General Fund Water Enterprise Water Enterprise Wastewater Enterprise Account Number 01201927-980000-15R18 70101-980000-15R09 70101-980000-17R09 71101-980000-17R09 Total: Amount $ 3,903,150.00 $ 9,000.00 $ 41,750.00 $ 46,100.00 $ 4,000,000.00 Staff recommends establishing $508,000.00 (approximately 15 percent) for contingency purposes to cover the cost of unforeseen conditions associated with construction. Also, additional sidewalk improvements have been recently requested across from the Newport Harbor High School on 15th Street and staff would recommend taking advantage of the good bid prices in this contract to accomplish additional improvements in the area. Proposed uses are as follows: Vendor Purpose TOTAL BID AMOUNT Amount NOBEST Construction Contract $ 3,385,000.00 NOBEST Construction Contingency $ 508,000.00 TAIT Engineering Services $ 30,000.00 GMU Geotechnical, Inc. Geotechnical Services $ 69,690.00 Various Printing & Incidentals $ 7,310.00 Total: $ 4,000,000.00 DISCUSSION: At 10 a.m. on May 24, 2017, the City Clerk opened and read the following electronic bids for this project: The low bid amount is 8.5 percent below the Engineer's Estimate of $3,700,000.00. The low bidder, NOBEST possesses a California State Contractor's License Classification "A" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for the City of Newport Beach and other public agencies. NOBEST completed the Ocean Front Alley Replacement project, Contract No. 4316 for the City in 2011 and the Central Balboa Alley and Street Replacement project, Contract No. 4945 in 2013. 15-2 BIDDER TOTAL BID AMOUNT Low NOBEST $3,385,000.00 211 All American Asphalt $3,569,569.00 3rd Sully -Miller $4,387,000.00 4th C.S. Legacy Construction, Inc. $4,744,576.00 5th EBS General Engineering $4,775,700.00 6th Los Angeles Engineering, Inc. $5,194,000.00 The low bid amount is 8.5 percent below the Engineer's Estimate of $3,700,000.00. The low bidder, NOBEST possesses a California State Contractor's License Classification "A" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for the City of Newport Beach and other public agencies. NOBEST completed the Ocean Front Alley Replacement project, Contract No. 4316 for the City in 2011 and the Central Balboa Alley and Street Replacement project, Contract No. 4945 in 2013. 15-2 Newport Heights Alley Replacement — Award of Contract No. 7028-3 (15R18) June 13, 2017 Page 3 The work necessary for the completion of this contract consists of removing the existing asphalt alleys, constructing new concrete alley pavement, adjusting utility covers to grade and performing other appurtenant and incidental items of work as required. The alley replacement included in this contract is the final work effort that follows the Newport Heights Sewer Improvement project that was recently completed. 15th Street Sidewalk: This contract also includes removing existing improvements and constructing new sidewalks along 15th Street from Santa Ana Avenue to Irvine Avenue, and along Irvine Avenue and Cliff Drive to improve pedestrian access by Newport Heights Elementary and Horace Ensign Middle School. On February 14, 2017, City Council reviewed and approved the conceptual layout for the proposed sidewalk along 15th Street and directed staff to incorporate these improvements into the Newport Heights Alley Replacement project. Since that time staff has engaged the project's consulting engineer (TAIT) in working with 151h Street residents to develop a sidewalk plan that meets their approval as much as possible. Staff believes the design in the final approved drawings that Council is considering in the award of this contact to be the best possible solution, while still completing the sidewalk improvement. Staff will continue to work with the residents through construction to minimize impacts to their side yards and develop a landscape restoration that meets their approval. Additional engineering services as described in Amendment No. with TAIT was required in order to complete the design of the sidewalk. In addition, approximately $700,000 of the low bid amount is attributed to the construction cost for the proposed sidewalks. Pursuant to the Contract Specifications, the Contractor will have 210 consecutive working days to complete the work. The Contract requires the Contractor to complete the sidewalks, including the alley approaches, on 15th Street, Irvine Avenue, and Cliff Drive within 30 working days during the summer before the start of school. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Class 1 (c) (maintenance of existing public facilities involving negligible or no expansion of use ) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3 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). ATTACHMENTS: Attachment A — Location Map Attachment B — Amendment No. 2 with TAIT & Associates, Inc. Attachment C — Budget Amendment 15-3 ATTACHMENT A 15-4 � __ _� _� __ __ MM __ __ ■11 .Ii `. ... �► ■■■ mm �a��_ V14.�� _ �► ��1j ��. Is= =lm ._ ■____ �_ �__Mim Il�iii�l I��i�l - == __ _--____--■ll _- mi■ �■ �■ == == __ __ -- __ M■ == :_ _- MM M■ ■■ ... w■ .► . .. __ !_ ► __ __ __ __ .• ♦ . • __mmII mm __mm . _imMM _ __ ►.•�,_NOWIm �'� ��. •� 1■111111■1111111. unim • ALLEY REPLACEMENT NEWPORT LOCATION MAP PUBLIC WORKS DEPARTMENT 1 • • 1 • 15-4 ATTACHMENT B AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT WITH TAIT & ASSOCIATES, INC. FOR NEWPORT HEIGHTS ALLEY REPLACEMENT THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT ("Amendment No. Two") is made and entered into as of this 13th day of June, 2017 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and TAIT & ASSOCIATES, INC., a California corporation ("Consultant"), whose address is 701 Parkcenter Drive, Santa Ana, California 92705, and is made with reference to the following: RECITALS A. On February 23, 2016, City and Consultant entered into a Professional Services Agreement ("Agreement") for Consultant to provide Engineering design services for Newport Heights Alley Replacement and sewer repair ("Project"). B. On April 25, 2017, City and Consultant entered into Amendment No. One to the Agreement ("Amendment No. One") to reflect additional services not previously included in the Agreement and to increase the total compensation. C. The parties desire to enter into this Amendment No. Two to reflect additional Services not included in the Agreement, as amended, and to increase the total compensation. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. SERVICES TO BE PERFORMED Exhibit A to the Agreement shall be supplemented to include the Scope of Services, attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). Exhibit A to the Agreement, Exhibit A to Amendment No. One and Exhibit A to Amendment No. Two shall collectively be known as "Exhibit A." The City may elect to delete certain Services within the Scope of Services at its sole discretion. 2. COMPENSATION TO CONSULTANT Exhibit B to the Agreement shall be supplemented to include the Schedule of Billing Rates, attached hereto as Exhibit B and incorporated herein by reference ("Services" or "Work"). Exhibit B to the Agreement, Exhibit B to Amendment No. One and Exhibit B to Amendment No. Two shall collectively be known as "Exhibit B." Section 4.1 of the Agreement is amended in its entirety and replaced with the following: "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 hereto as Exhibit B and incorporated herein by reference. Consultant's 15-5 compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Two Hundred Eighty One Thousand Five Hundred Sixty Dollars and 00/100 ($281,560.00), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City." The total amended compensation reflects Consultant's additional compensation for additional Services to be performed in accordance with this Amendment No. Two, including all reimbursable items and subconsultant fees, in an amount not to exceed Forty Thousand Dollars and 00/100 ($40,000.00). 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES ON NEXT PAGE] Tait & Associates, Inc. Page 2 15-6 IN WITNESS WHEREOF, the parties have caused this Amendment No. Two to be executed on the dates written below. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, CITY ATTORNEY'S OFFICE a California municipal corporation Date: /f,'�j % Date: By: By: Aaron C. Harp obo5 i} Kevin Muldoon City Attorney Mayor ATTEST: CONSULTANT: Tait & Associates, Inc., a Date: California corporation Date: By: By: Leilani I. Brown Jacob Vandervis City Clerk Vice President Date: By: Jason Jones Assistant Secretary [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Tait & Associates, Inc. Page 3 15-7 EXHIBIT SCOPE OF SERVICES Tait & Associates, Inc. Page A-1 15-8 �sa�wYfik�. TAIT & Associates, Inc. Newport Heights &Alley Replacement Project — Amendment No. 2 — Scope of Work EXHIBIT A - General Scope of Work The following scope of work is included under Amendment No. 2 for the Newport Heights Alley Replacement Project. ASA 3.3.1) Additional 15th Street Sidewalk Plan Revisions, Exhibits, and Meetings This task includes the additional City requested TAIT design, coordination, field review, and meeting hours that were required to conduct updates and revisions to the 15th street sidewalk plans that were above and beyond the original scope of work. Additional scope included under this task are: • Revise entire plan set from 6.5' wide to 4.5' wide curb adjacent sidewalk after plans were completed • Revise entire plan set from 4.5' wide curb adjacent to 4' wide meandering sidewalk after plans were updated • Prepare initial color exhibits for city council meetings • Additional field meetings to review and discuss above noted changes • Revise portions of updated plan set to eliminate meandering sidewalk and replace with 4.5' wide curb adjacent sidewalk based on resident requests after the plans were completed • Prepare final color exhibit of entire project limits for council meeting • Assist City in issuance of Addendum #1 Plans and Specifications Deliverables: ✓ Updated 15th Street Sidewalk Plans ✓ City Council Color Exhibits ✓ Miscellaneous Driveway and Improvement Exhibits (per City request) ASA 3.3.2) 15th Street Sidewalk Plans from Irvine Avenue to St. Andrew Road This task includes the added design hours and field review time required to design and prepare construction plans and estimates for the additional segment of sidewalk gap closure that is proposed on 15th street between Irvine Avenue and St. Andrew Road. The added scope of work included under this task includes: • Conduct field investigation to obtain photographs and field measurements of existing improvements. • Prepare updated project base maps for the expanded project limits (Road, R/W, Utility, Aerial) • Preparation of a design plan set in plan view only on an aerial image background showing complete 15th Street sidewalk improvements from Irvine Avenue to St. Andrew Rd to include: o Reconstructing 2 new ramps at 2 corners o Constructing new 8 -ft wide sidewalk in front of properties at 1601 & 1801 15th St o Removing existing 4 -ft wide sidewalk and constructing 8 -ft wide sidewalk in front of property at 1401 15th St o Removing and reconstructing one driveway at 1401 15th St o Potentially, relocating 3 Power Pole's with 2 guy -wires Page 1 1 TAIT 15-9 �aI.WPoq OA o TAIT & Associates, Inc. Newport Heights & Alley Replacement Project — Amendment No. 2 — Scope of Work �r o Adjusting utilities (manholes and valves) o Removing and reconstructing signs. • Preparation of updated engineering quantities and estimates for the added segment of work. Deliverables: ✓ Site photos/Notes ✓ Sidewalk Replacement Plans ✓ Engineering Quantities & Estimate IITAIT Page 1 2 15-10 EXHIBIT B SCHEDULE OF BILLING RATES Tait & Associates, Inc. Page B-1 15-11 EXHIBIT B AMENDMENT NO. 2 - NEWPORT HEIGHTS ALLEY REPLACEMENT PROJECT ADDITIONAL SERVICES TASK DESCRIPTION FEE REQUIRED ASA 3.3.1 Additional 15th Street Sidewalk Plan Revisions, Exhibits, and Meetings $30,000.00 ASA 3.3.2 15th Street Sidewalk Plans from Irvine Avenue to St. Andrew Road $10,000.00 TOTAL THIS AGREEMENT $40,000.00 Contract Status Original Contract: $ 195,645.00 ASA #5: ASA #1: $ 4,060.00 ASA #6: ASA #2: $ 2,065.00 Reimbursables: ASA #3: $ 39,790.00 Reimbursables: ASA #3.3.1-.$ 30,000.00 ASA #3.3.2:$ 10,000.00 1 REVISED CONTRACT AMOUNT $281,560.00 15-12 ATTACHMENT C City of Newport Beach BUDGET AMENDMENT 2016-17 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase Expenditure Appropriations AND J Transfer Budget Appropriations SOURCE: X from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION; NO. BA- 17BA-036 AIVIOUNT:J $1,161,888.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance This budget amendment is requested to provide for the fallowing: To increase expenditure appropriations for the Newport Heights Alley Replacement project by transferring appropriations from the Corona del Mar Concrete Pavement Reconstruction projects, Phases 1 and 2, and the Turf Reolacementllrrication oroiect. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description Amount Debit Credit EXPENDITURE APPROPRIATIONS (3603) Description Org Number 01201927 General Fund CIP - Street Account Number 980000 CIP Expenditures for GL Project Number 151314 CDM Concrete Pavement Recon Phase 2 $857,970.00 Project String E -15R14 -UNASSIGNED -012 -UNASSIGNED Org Number 01201927 General Fund CIP - Street Account Number 980000 CIP Expenditures for GL Project Number 15R13 CDM Concrete Pavement Recon Phase 1 $158,976.00 Project String E-1 5R1 3 -UNASSIGNED -012 -UNASSIGNED Org Number 01201926 General Fund CIP - Drainage Account Number 980000 CIP Expenditures for GL Project Number 151-18 Turf Replacement/irrigation $134,942.00 Project String E -15}_18 -UNASSIGNED -012 -UNASSIGNED Org Number 01201927 General Fund CIP - Street Account Number 980000 CIP Expenditures for GL Project Number 15R18 Newport Heights Alley Replacement Project String E-1 5R1 8 -CONSTRUCT -01 2 -UNASSIGNED ' Automatic Sysien Signed: - Fin Approval. Finance Direct Signed: Administr ° Approval: City Man r Signed: City Council Approval: City Cleric $1,161,888.00 Date 11014 Date Date 15-13