HomeMy WebLinkAbout13 - C-3333 - BA-063 - Balboa Village Improvement ProjectMay 23, 2000
CITY COUNCIL AGENDA
ITEM NO. `3
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: BALBOA VILLAGE IMPROVEMENT PROJECT, CONTRACT NO. 3333 -
APPROVAL OF PROFESSIONAL SERVICES AGREEMENT
RECOMMENDATIONS:
1. Authorize the Mayor and the City Clerk to execute a Professional Services
Agreement with Psomas to provide pre- design, design and construction services for
the Balboa Village Improvement Project for a fee of $493,131.
2. Process a budget appropriation from Neighborhood Enhancement Fund Reserve in
the amount of $250,000 to Account No. 7024- C5100543 and from the Off - Street
Parking Fund Balboa Pier Parking Lot Account No. 7022- C5100376 in the amount
of $250,000 to Account No. 7022- C5100543.
DISCUSSION:
As directed by the City Council, Request- for - Proposals were sent to the following five
civil engineering consulting firms who had expressed interest in this project:
1. Berryman & Henigar
2. Huitt- Zollars
3. Penco Engineering
4. Psomas
5. Wildan
Proposals were received from Huitt- Zollars, Penco Engineering, and Psomas. A
committee of four City personnel independently reviewed the proposals from these
three consultants and references were also checked. The committee met on May 1,
2000, and compared ratings. All four committee members gave Psomas the highest
ranking. At that time, the sealed envelope containing the proposed Psomas budget
was opened and reviewed.
The committee then interviewed key members of the Psomas team and qualifications
and experience were discussed in detail. The City asked Psomas to provide
clarification on a number of tasks. Psomas subsequently provided the information and
staff concluded negotiations with Psomas.
SUBJECT: BALBOA VILLAGE IMPROVEMENT PROJECT, CONTRACT NO. 3333 - APPROVAL OF
PROFESSIONAL SERVICES AGREEMENT
May 23, 2000
Page: 2
Attached for your review and approval is the proposed Professional Services
Agreement with the Psomas proposal to complete all the required pre- design, design
and construction services tasks. Per this Agreement, Psomas would complete the
drawings and specifications for submittal to the Coastal Commission by December 31,
2000. The construction documents would be prepared in two packages to allow the
construction to proceed in two phases. Phase 1, which would commence in the fall of
2001, would construct the Balboa Pier Parking Lot improvements, the Pier Plaza
improvements, the Main Street connection to the "A" Street Parking Lot, and the Balboa
Boulevard improvements. Phase 2 would construct the Balboa Village streetscape
improvements from Ocean Front to Edgewater and the Peninsula Park improvements.
Two components of the project will be designed under separate professional service
agreements: (1) the clocktower at Palm Street and Balboa Boulevard, and (2) the
Washington Street restroom. Requests- for - Proposals for these projects will be sent to
Arch itectual /Engineering (AE) firms in July 2000.
The City has also contracted with Planning and Urban Design Resources to assist the
City with preparing detailed conceptual ideas and drawings for various specialty design
items required by the AE firms to complete the construction documents.
FUNDING AND RECOMMENDATION
The attached February 22, 2000, Council memo outlines the budget requirements and
funding sources for this project. For FY 1999 -00, $500,000 is available for preparation
of the engineering design, environmental documents, and permits. Funds are available
in the Neighborhood Enhancement and Off - Street Parking Fund Reserves.
Staff recommends approval of the Professional Services Agreement with Psomas to
prepare the Balboa Village Improvement Project construction documents and provide
construction management services. City staff will prepare the environmental
documents and permit applications.
Respectfully submi4dd
PUBLIC WORKS DEPARTMENT
Don Webb, Director
By
Robert Stein, Senior Civil Engineer
Attachments: Professional Services Agreement with Psomas
February 22, 2000 Council Memorandum
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of , 2000, by and
between CITY OF NEWPORT BEACH , a Municipal Corporation (hereinafter referred to
as "City'), and Psomas, whose address is 3187 Red Hill Avenue, Suite 250, Costa Mesa,
California, 92626, (hereinafter referred to as "Consultant "), is made with reference to the
following:
RECITALS
A. City is a Municipal Corporation duly organized and validly existing under the
laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the
Charter of City.
B. City is planning to implement the Balboa Village Improvement Project
('Project ").
C. City desires to engage Consultant to prepare Project plans upon the terms
and conditions contained in this Agreement.
D. The principal members of Consultant are for the purpose of preparing the
Project construction documents are Gary Dysart and Neil Gillis.
E. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant and
desires to contract with Consultant under the terms of conditions provided in
this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
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parties as follows:
1. TERM
The term of this Agreement shall commence on the 24th day of May 2000, and
shall terminate on the 3151 day of December 2000, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" and incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of this
Section and the scheduled billing rates set forth in Exhibit "B" attached hereto and
incorporated herein by reference. No rate changes shall be made during the term of this
Agreement without prior written approval of City. Consultant's compensation for all work
performed in accordance with this Agreement shall not exceed the total contract price of
four hundred ninety -three thousand one hundred thirty -six dollars ($493,136).
3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed by task, times and dates of all work
which is billed on an hourly basis and all approved incidental expenses including
reproductions, computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within thirty
days of receipt of invoice subject to the approval of City and based upon completed tasks
shown in Exhibit "A ". The monthly invoice shall be accompanied by a progress report
summarizing work performed in the last period, estimated progress and proposed work
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for the following period.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with the schedule of the billing rates as set forth in Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses which
have been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant:
A. The actual costs of subconsultants for performance of any of the services
which Consultant agrees to render pursuant to this Agreement which have
been approved in advance by City and awarded in accordance with the
terms and conditions of this Agreement.
B. Approved reproduction charges.
C. Actual costs and /or other costs and /or payments specifically authorized in
advance in writing and incurred by Consultant in the performance of this
Agreement.
4. STANDARD OF CARE
4.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the services required by this Agreement and that it will
perform all services in a manner commensurate with the community professional
standards. All services shall be performed by qualified and experienced personnel who
0 are not employed by City nor have any contractual relationship with City. Consultant
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represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents and
warrants that it shall keep in effect all such licenses, permits and other approvals during
the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's work promptly, or delay or faulty performance by City,
contractors, or governmental agencies, or any other delays beyond Consultant's control
or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed
to constitute Consultant or any of Consultant's employees or agents to be the agents or
employees of City. Consultant shall have the responsibility for and control over the details
in means of performing the work provided that Consultant is in compliance with the terms
of this Agreement. Anything in this Agreement which may appear to give City the right to
direct Consultant as to the details of the performance of the services or to exercise a
measure of control over Consultant shall mean that Consultant shall follow the desires of
City only in the results of the services.
6. COOPERATION
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Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during term of Project. Consultant has designated Neil Gillis to be its Project
Manager. Consultant shall not bill any personnel to Project other than those personnel
identified in Exhibit "B ", whether or not considered to be key personnel, without City's prior
written approval by name and specific hourly billing rate. Consultant shall not remove or
reassign any personnel designated in this Section or assign any new or replacement
person to the Project without the prior written consent of City. City's approval shall not be
unreasonably withheld with respect to removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants it will continuously furnish the necessary personnel to complete
Project on a timely basis as contemplated by this Agreement.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and the services shall be performed by Consultant in accordance with the schedule
specified below. The failure by Consultant to strictly adhere to the schedule may result in
termination of this Agreement by City, and the assessment of damages against
0 Consultant for delay. Notwithstanding the foregoing, Consultant shall not be responsible
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for delays which are due to causes beyond Consultant's reasonable control. However, in
the case of any such delay in the services to be provided for the Project, each party
hereby agrees to provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition, which purportedly causes a delay, and not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and
federal law, regulations and permit requirements and be subject to approval of the Project
Administrator and City Council.
11. PROGRESS
Consultant is responsible to keep the Project Administrator and his duly authorized
designee informed on a regular basis regarding the status and progress of the work,
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activities performed and planned, and any meetings that have been scheduled or are
desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages of
any nature whatsoever, including, but not limited to, bodily injury, death, personal injury,
property damages, or any other claims arising from any and all negligent acts or
omissions of Consultant, its employees, agents or subcontractors in the performance of
services or work conducted or performed pursuant to this Agreement, excepting only the
active negligence or willful misconduct of City, its officers or employees, and shall include
attorneys' fees and all other costs incurred in defending any such claim. Nothing in this
indemnity shall be construed as authorizing, any award of attorneys' fees in any action on
or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement of
work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must be
filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation and errors and omissions, all insurance
0 policies shall add City, its elected officials, officers, designated agents, designated
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representatives and employees as additional insured for all liability arising from
Consultant's services as described herein.
All insurance policies shall be issued by an insurance company certified to do
business in the State of California, with original endorsements, with Best's A- VII or better
carriers, unless otherwise approved by City Risk Manager.
A. Worker's compensation insurance covering all employees and principals of
Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of one
million dollars ($1,000,000) combined single limit per occurrence for bodily
injury, personal injury and property damage. If commercial general liability
insurance or other form with a general aggregate is used, either the general
aggregate shall apply separately to this Project, or the general aggregate
limit shall be twice the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of one million dollars
($1,000,000) combined single limit per accident for bodily injury and
property damage.
D. Professional errors and omissions insurance which covers the services to
be performed in connection with this Agreement in the minimum amount of
one million dollars ($1,000,000).
Said policy or policies shall be endorsed to state that coverage shall not be
canceled by either party, except after thirty (30) days' prior notice or except 10 days notice
of cancellation for non - payment of premium has been given in writing to City. Consultant
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shall give City prompt and timely notice of claim made or suit instituted arising out of
Consultants operation hereunder. Consultant shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own judgment may be
necessary for its proper protection and prosecution of the work.
Consultant agrees that in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, that
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing comprehensive general and automotive liability
insurance to either Consultant or City with respect to the services of Consultant herein, a
waiver of any right of subrogation which any such insurer of said Consultant may acquire
against City by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any of the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or co- tenant if Consultant is a partnership or joint- venture
or syndicate or co- tenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint- venture.
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15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived as against Consultant and City
assumes full responsibility for such changes unless City has given Consultant prior notice
and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such forms as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless the release of information is authorized by City.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. City will provide access to and upon request of Consultant, provide one
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copy of all existing record information on file at City. Consultant shall be
entitled to rely upon the accuracy of data information provided by City or
others without independent review or evaluation. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's work
schedule.
B. Provide final drawings from mylars prepared by Consultant and reproduce
final specifications. Consultant will be required to coordinate the required
submittals with City's reproduction company. All other reproduction will be
the responsibility of Consultant and as defined above.
C. City staff will provide usable life of facilities criteria and provide information
with regards to deficient facilities.
D. City will prepare and provide to Consultant street base digital file in
AutoCAD (DWG) compatible format.
18. ADMINISTRATION
This Agreement will be administered by the Public Works Department. Bill
Patapoff shall be considered the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his authorized representative
shall represent City in all matters pertaining to the services to be rendered pursuant to this
Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
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clearly identifiable. Consultant shall allow a representative of City during normal business
hours to examine, audit and make transcripts or copies of such records. Consultant shall
allow inspection of all work, data, documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work for a period of thirty (30) days from the date of withholding as a result of such
withholding. Consultant shall have an immediate right to appeal to the City Manager or
his designee with respect to such disputed sums. Consultant shall be entitled to receive
interest on any withheld sums at the rate of seven percent (7 %) per annum from the date
of withholding of any amounts found to have been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant, the
additional design, construction and /or a restoration expense shall be borne by Consultant.
Nothing in this paragraph is intended to limit City's rights under any other sections of this
Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project. 9
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23. CONFLICTS OF INTEREST
A. Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination
of this Agreement by City. Consultant shall indemnify and hold harmless
City for any and all claims for damages resulting from Consultant's violation
of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
Except as specifically authorized under this Agreement, the services included in
this Agreement shall not be assigned, transferred, contracted or subcontracted
without prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
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All notices, demands, requests or approvals from Consultant to City shall be 0
addressed to City at:
Robert Stein, P.E.
City of Newport Beach
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(949) 644 -3311
Fax (949) 644 -3318
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Psomas
3187 Redhill, Suite 250
Costa Mesa, CA 92626
Attention: Neil Gillis, Project Manager
(714) 751 -7373
Fax (714) 545 -8883
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt by defaulting party from the other party of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, the
non - defaulting party may terminate the Agreement forthwith by giving to the defaulting
party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of 0
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terminating this Agreement by giving seven (7) days' prior written notice to Consultant as
provided herein. Upon termination of this Agreement, City shall pay to Consultant that
portion of compensation specified in this Agreement that is earned and unpaid prior to the
effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and
regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein whether of the same or a
different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions hereon. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
judgment as a design professional and is supplied for the general guidance of City. Since
Consultant has no control over the cost of labor and material, or over competitive bidding
or market conditions, Consultant does not guarantee the accuracy of such opinions as
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compared to contractor bids or actual cost to City.
31. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in responsible charge of the work. City agrees that Consultant shall not be
liable for claims, liabilities or losses arising out of, or connected with (a) the modification
or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of
accuracy or readability of CADD data due to inappropriate storage conditions or duration;
or (c) any use by City, or anyone authorized by City, of CADD data for additions to this
Project, for the completion of this Project by others, or for any other project, excepting
only such use as is authorized, in writing, by Consultant. By acceptance of CADD data,
City agrees to indemnify Consultant for damages and liability resulting from the
modification or misuse of such CADD data. 0
All drawings shall be transmitted to the City in Auto Cad version 14 in ".dwg" file
format. All written documents shall be transmitted to the City in Microsoft Word 97 and
Microsoft Excel 97 and be consistent with Microsoft Office 97.
32. PATENT INDEMNITY
Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
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By:-- C
;Robin Clauson
Assistant City Attorney
ATTEST:
By:
LaVonne Harkless
City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Mayor
City of Newport Beach
CONSULTANT
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EXHIBIT "V
Scope of Work
PRE - DESIGN TASKS
Pre - Design Services include the following Task items:
1. Reviewing and commenting on the conceptual studies previously
prepared for this project.
The Psomas team will meet with City staff to collect studies previously
prepared for this project. All studies will be reviewed by the appropriate
team members to develop a work plan and to provide the City with
comments on the studies, as appropriate.
2. Confirming project requirements.
The work plan developed by the Psomas team (see Task I, above) will be
provided to the City to facilitate meetings and discussions. Meeting with
the City will allow the Psomas team to confirm that our understanding of
project requirements corresponds to the City's goals and objectives.
3. Developing the detailed design parameters for the project.
The Psomas team includes the full range of engineering, landscape/
streetscape, traffic, and environmental expertise needed to develop
detailed design parameters for the project. Confirmation of the work plan
by City staff will allow the Psomas team to identify physical and finan-
cial constraints that will establish the detailed design parameters govern-
ing the project.
4. Confirming CADD format, layering and GIS attribute requirements
for construction documents.
Early meetings with the City will allow the Psomas team to confirm City
CADD format and layering requirements. Psomas has extensive experi-
ence creating and implementing CADD formatting and layering stan-
dards and is ready to incorporate City requirements in our construction
drawings. Psomas is also ready to supplement City requirements with
our extensive knowledge of the CADD environment.
5. Recommending construction materials.
The proposed project includes both engineering and streetscape/land -
scape components. The materials specified for typical civil improve-
- - ments will meet City standards and the standard of care for the industry.
In the absence of City requirements, suggestions for streetscape, land-
scape and more esoteric construction materials will be submitted for City
review and approval prior to inclusion in the final plans and specifications.
6. Providing a detailed program for the field survey. Survey control
shall be established using the County's GPS coordinate system.
The primary concern in the surveying task will be to provide adequate
and accurate data for the other design tasks. This will be accomplished
The P S O M A S Team
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using a variety of techniques including conventional ground topography
with total station instruments, GPS surveying and aerial photogrammetry
for base planimetrics. The surveying task will occur early in the design
phase of the project and consist of multiple discrete sub -tasks. Most of
the surveying sub -tasks will be scheduled concurrently with some of the
design tasks and other surveying sub -tasks in order to compress the
project schedule. An extensive list of individual sub -tasks is included in
the survey program described in Appendix. B.
7. Confirming locations and performing four borings for the proposed
storm drain system (ten feet below ground surface (bgs)) and ten
corings (two feet bgs) within the streets).
A geotechnical investigation program will be implemented when the
sewer and storm drain alignments are more accurately established. A
detailed description of the geotechnical program is presented in Appen-
dix E. When individuals perform borings, corings, and potholing, they
must set reference points that can later be surveyed. The reference points
must include horizontal and vertical ties to the utility line located. After
survey, the reference point will used to develop the horizontal and
vertical data information being presented on the improvement plans.
8. Providing recommendations for conducting an odor survey and
conducting an odor control survey.
Environmental Support Technologies, Inc. will provide expertise in
identifying and locating the source(s) of offensive odors typically en-
countered on Washington Street in the vicinity of Bay Street and
Edgewater. A detailed description of their technical approach to identify-
ing and mitigating this problem is presented in the Appendix F of this
proposal.
9. Preparing a preliminary construction cost estimate.
After the site plan has been developed, the Psomas team will work with
City staff to clarify and itemize the full range of tasks included in the
project. A preliminary estimate of probable construction costs, based
upon the identified work tasks, will be prepared for review by the City.
10. Coordinating with Orange County Sanitation District (OCSD) in its
planning for pump station modifications.
During the preliminary engineering phase, improvements to the sewer
system will be developed. As sewer design progresses, pertinent data
will be shared with the OCSD and potential modifications will be
identified by that agency.
The P S O M A S Team 1.2
C1lIFOPM`T �aEWPO @ Scope of Work
11. Coordinating with the Consultant who is designing the Washington
Street restroom.
Psomas will initiate contact and coordinate sewer and water service
laterals to the Washington Street restroom when the consultant designing
the improvements is identified by the City.
DESIGN TASKS
Design services include the following Task items:
Surveying the project site and preparing a fully dimensioned draw-
ing. The Consultant shall use his expertise in determining the level of
survey required for this project. The survey shall be tailored such
that:
a. the project drains properly,
b. all proposed improvements properly join existing features, and
c. enough information is available to review the proposed design
and to accurately calculate quantities.
Because the area is very Flat, as a minimum, survey information
along the streets should be provided every 50 feet. Additional survey
will be required at all critical areas.
A complete description of the surveying efforts proposed for this project
is included in Appendix B. Due to the difficult constraints imposed by
the site, both photogrammetry and ground survey efforts will be em-
ployed by Psomas. The primary concern in the surveying task will be to
provide adequate and accurate data for the other design tasks. The
surveying effort will occur early in the design phase and it will be
focused by discussions with City staff to correctly identify areas of
concern.
2. Preparing a fully dimensioned site plan along with recommendations
for project geometrics.
Psomas will prepare a fully dimensioned site plan, utilizing photogram-
metry and planimetric survey data The Psomas team will meet with City
staff to discuss redline concept plans to insure that all critical elements
of the project are addressed and controlled. Project geometrics will
include proposed street lane widths, turn lane configurations, sidewalk
widths, and ADA accessibility issues, along with parking lot, Peninsula
Park and Pier Plaza geometrics.
The Psomas team will take the lead in identifying and locating under-
ground utilities. During development of the site plan, preliminary
alignments of the various underground systems will be prepared. Based
upon research at the City and at the appropriate agencies, a potholing
plan will be developed to identify and locate existing underground
systems. The City will be responsible for potholing sewer, water, storm
The P S O M A S Team 1.3
a£W�� Scope of Work
0 8
J 2
a.
7[IFOPM
drain and street light utilities. Other underground utilities must be
located by their respective owners.
3. Identifying right -of -way and property acquisition and preparing
legal descriptions and exhibits for these areas. Assume two legal
descriptions.
After proposed street improvements are geometrically defined and
approved by City staff, Psomas Survey will work with City staff to
identify right -of -way requirements and determine where property must
be acquired to facilitate construction of the proposed improvements. As
required by the RFP, this proposal is based upon two legal descriptions.
4. Preparing exhibits required by the City for submittal for a Coastal
Development Permit.
Per discussions with City staff at the Pre - proposal meeting, the exhibits
required for the Coastal Development Permit are the completed Improve-
ment Plans. Close coordination of the Psomas team with City staff,
continuous attention to achieving scheduled milestones, and appropriate
staffing assignments will ensure that the submittal package is completed
in time for the January 2, 2001 submittal to the California Coastal
Commission.
5. Preparing exhibits and providing information required by the City of
Newport Beach for preparation of the environmental documents.
Again, per discussions with City staff at the Pre - proposal meeting, the
City will require a site plan to obtain an environmental Negative Decla-
ration. The site plan described by Task 2 of the Design Tasks section will
be created to allow its use in the submittal package.
6. Coordinating with the OCSD in its redesign of the pump station and
sewer mains on Balboa Boulevard at A Street.
As described in Task 10 of the Pre - Design Tasks of this proposal, the
Psomas team will contact the OCSD while the sewer plans are being
developed. Progress plans and calculations will be provided to the
agency at all submittal milestones. They will also be provided when the
systems designers are confident that critical components are properly
defined.
7. Preparing drawings showing demolition (and protection) of streets,
parking lots, utilities, trees and other landscaping.
After survey is completed and the site plan is developed, ultimate
improvement requirements will be finalized by City staff. When the
ultimate improvements are defined, a demolition plan will be created to
identify the disposition of all known improvements within the limits of
the proposed work.
The P S O M A S Team ,.n
t��W�RT Scope of Work
o� a
��crvow�J
8. Preparing plan and profile drawings for roadway improvements.
Street improvements shall include interlocking -paver intersections,
special paving materials for the roadways and sidewalks, and the
addition of street furniture.
Utilizing the survey data collected by Psomas, 40 -Scale plan and profile
drawings of the proposed street improvements will be prepared. 20 -scale
details will be created for areas incompatible with the proposed 40 -scale
plans. Construction and material details for special paving materials will
be provided in accordance with the requirements of the City and it's
urban planner. ADA site accessibility solutions created with City staff
will be included on these plans. Nuvis will prepare streetscape improve-
ment plans after consultation with City staff to confirm project require-
ments. A more detailed description of Nuvis' efforts is presented in
Appendix C.
9. Preparing drawings for signage and striping.
Signing and striping plans will be based upon the recommended project
geometrics created in Task 2 of the design phase. Austin -Foust will
prepare these plans in accordance with City standards and requirements.
10. Preparing drawings for the Balboa Pier parking lot including ticket
booth with utilities and automatic entrance gate. Quarter -foot
contours shall be shown.
Both parking lot geometry and drainage are critical issues that need to be
carefully considered. Final Balboa Pier parking lot geometrics will be
studied by Austin -Foust and discussed with City staff prior to the cre-
ation of improvement plans. A more detailed description ofAustin-
Foust's activities is presented in Appendix D. Psomas, along with Diaz -
Yourman, will investigate alternate drainage solutions for the parking lot
and confer with City staff to improve the drainage situation in the lot.
11. Preparing drawings for the reconstruction of the Balboa Pier Plaza
including the exit from the A Street parking lot.
The Balboa Pier Plaza is a focal point for improvements around the pier.
Providing an outlet from the A Street parking lot will result in major
traffic circulation improvements. The Psomas team will work closely
with City staff to insure that these critical improvements are successfully
developed and implemented. Nuvis is a the focal point of aesthetic
improvements on the Psomas team and will be participating in early
meetings with City staff to ensure their efforts are focused on the City's
requirements. A more detailed description of their efforts is contained in
Appendix C.
Additional Task: During the Pre - proposal meeting, the City indicated
that a timber pile retaining wall at the Balboa Pier must be replaced by a
concrete wall.
The P S O M A S Team 1.5
®RO'.."�" Scope of Work
12. Preparing plan and profile drawings for the storm drain system. The
consultant shall provide the backup calculations for sizing the catch
basins and storm drain lines.
The lack of significant topography in the Balboa Village area, coupled
with extensive development in the area, causes an ongoing problem with
drainage throughout the village. After existing topography is defined by
the site survey, a hydrology study will be performed and a drainage
system designed in accordance with the basic geometry presented by
Attachment 3 of the City RFP. The goal of the drainage system will be to
control surface runoff to the greatest extent possible within existing
physical and financial constraints. As with other design tasks, City staff
will be involved in reviewing and approving proposed improvements
prior to preparation of final improvement plans. Initial work will include
investigating improvements to the Pier parking lot drainage for review
and approval by City staff. Non - traditional solutions, including porous
paving, will be considered to alleviate runoff problems.
Additional Task: A Notice of Intent (NOI) must be filed with the State
Water Resources Control Board for the construction activities associated
with this project. In conjunction with the NOI, a Storm Water Pollution
Prevention Plan (SWPPP) must be developed to identify, control, reduce
and/or eliminate sediment and other pollutants in storm water from the
construction site. This effort is actually associated with all of the various
constructed improvements but we have chosen to include the work
within this task number as an accounting convenience. The work effort
includes water sampling, laboratory testing, and analysis and reporting
(listed in Appendix E — Diaz- Yourman as optional items 2A, 3A and 4A)
13. Preparing plan (and profile for lines larger than 10 -inch diameter)
drawings for water main and service replacement (Attachment 5).
A number of water mains and service laterals are being replaced by this
project. A thorough review of City records and a well defined potholing
program will identify and locate existing facilities. The basic configura-
tion of the replacement facilities will conform with Attachment 5 of the
City RFP. The City has indicated that existing systems are adequate but
that the other work proposed by this project provide an opportunity to
alleviate potential problems with a new system. An updated capacity and
analysis study of the system is not necessary at this time.
14. Preparing plan and profile drawings for sewer main replacement
(Attachment 5).
As with Task 13, a number of sewer lines and laterals are being replaced
by this project. Again, a thorough review of City records and a well -
defined potholing program will identify and locate existing facilities. The
basic configuration of the replacement facilities will conform with
Attachment 5 of the City RFP, with the addition of a replacement lateral
ThePSOMAS Team 1�
Scope of Work
for the restroom on Washington Street just south of Bay Avenue. The
existing sewer system is aging and the other work proposed by this
project provide the City with an opportunity to replace potential prob-
lems with a new system. Because the replacement system must operate
by gravity, there are tight geometric constraints and potential
interference's from existing underground installations. Therefore,
replacement components must be installed adjacent to the existing
system and prior to it's demolition. An updated capacity and analysis
study of the system is not necessary at this time.
15. Preparing street lighting drawings including the new conduit and
conductor runs shown in Attachment 4. There will be special lighting
treatment at the end of Washington Street at Edgewater as well as
otherspecial lighting as indicated on the attached Village exhibit.
Special lighting treatments will be coordinated by Nuvis with City staff
and the City's urban planner. After system components are identified,
Austin -Foust will propose light locations and spacing to provide ad-
equate lighting levels in accordance with City requirements. City staff
and the design team will work together to finalize light locations prior to
the preparation of final construction drawings.
16. Preparing drawings for parking lot lighting at the Balboa Pier
Parking Lot. Lighting will include overhead lighting and interior
pedestrian level lighting.
Special lighting treatments in the Balboa Pier Parking Lot will be
coordinated by Nuvis with City staff and the City's urban planner. After
system components are identified, Austin -Foust will propose light
locations and spacing to provide adequate lighting levels in accordance
with City requirements. City staff and the design team will work together
to finalize light locations prior to the preparation of final construction
drawings.
17. Preparing traffic signal modification drawings for the intersection of
Balboa Boulevard and Palm Street.
Austin -Foust will prepare traffic signal modification plans for the
intersection of Balboa Boulevard and Palm Street. The proposed modifi-
cations must be compatible with the project geometrics approved by City
staff. Coordination of this task with other project components is critical
because existing conditions already restrict traffic circulation and
disruptions caused by construction will aggravate an already tenuous
condition.
18. Preparing detailed planting and irrigation drawings. This project
includes the addition of numerous palm and other box trees. Consult-
The PSOMAS Team 1 -7
Scope of Work
0E, ( 9
C�CIFOR� \f
ant shall coordinate with the City's urban forester in identifying tree
removals within the project limits.
Nuvis will be working with City staff to prepare detailed planting and
irrigation drawings. Planting and irrigation concepts will be reviewed by
the City prior to the preparation of construction drawings. All tree
removals will be coordinated the City's urban forester before demolition
plans are prepared by the Psomas team.
19. Preparing an odor control plan for the intersection of Bay Avenue
and Washington Street.
'
Environmental Support Technologies (EST) will be investigating the
odor problem and working with City staff to determine an acceptable
approach to solving the odor problem along Washington Street, espe-
cially in the vicinity of Edgewater. An extensive description of the work
effort and tasks proposed by EST is presented in Appendix F.
20. Research piping and electrical requirements for two future fountains
and show piping and electrical stubouts on improvement drawings.
The Psomas team will work with the City to identify future piping and
electrical requirements for the two fountains identified in the Balboa
Village Implementation Plan. One fountain will be located on Washing-
ton Street between Bay Avenue and Edgewater, the other will be located
in the Balboa Pier Plaza. Stubouts for electrical and water service to the
ultimate locations will be included on the appropriate plans in the
improvement package.
21. Research electrical requirements for a future clock tower at the
intersection of Balboa Boulevard and Palm Street and show conduit
on improvement drawings.
The Psomas team will work with the City to identify future electrical
requirements for the clock tower identified in the Balboa Village Imple-
mentation Plan. The clock tower will be located at the northeast comer
of Balboa Boulevard and Palm Street. Stubouts for electrical and service
to this location will be included on the appropriate landscaping/
streetscape plans in the improvement package.
.
22. Preparing concept -level detour and traffic control drawings to guide
contractor's preparation of final traffic control drawings. The traffic
control drawings shall be prepared using the "WATCH" handbook
as a guideline. The concept drawings shall show:
• how traffic service for homeowners and business owners will be
maintained,
• the contractor's staging area for equipment and materials,
• alternative parking areas for public use, and
_
access for emergency vehicles during construction.
The PS OMAS Team
1.8
C�CIF00.M�' o�
��W�R> Scope of Work
All of the major civil components of this project (street improvements,
storm drain, sewer, water) will disrupt traffic circulation in an already
difficult situation. Using the WATCH Handbook, Austin -Foust will work
closely with City staff to create concept level detour and traffic control
drawings to minimize negative impacts to the existing situation. At least
one lane of vehicular traffic will be maintained in each direction of
Balboa Blvd. during the project. Access for emergency vehicles will be
maintained at all times during the construction project.
23. Preparing detailed written special provisions, bid documents, quan-
tity estimates and cost estimates. The construction documents shall
be formatted to allow for the project to be awarded in two phases.
Project documents will be prepared with an eye to simplifying the
creation of individual bid packages for the two phases described in the
City PFP. A more complete description of Phase 1 and Phase 2 tasks is
presented in Appendix A. The Phase I improvement package (Plans,
Specifications, Schedule of Work and Bid Items) will be organized as a
single construction project. Phase 2 Construction Drawings, the Specifi-
cation, and the Schedule of Work and Bid Items will be organized to
allow individual improvements to be independently bid. This will allow
the City to package individual components separately and in combina-
tion with each other as priorities are established.
24. Attending City Council and California Coastal Commission meet-
ings if requested by the City. Assume four meetings.
The Psomas team will be available to attend up to four City Council and
California Coastal Commission meetings as requested by the City.
CONSTRUCTION ENGINEERING ASSISTANCE
When requested by the City, the Consultant shall be available for the following:
1. Attending pre-bid and pre- construction meetings
The Psomas team will be available to attend pre -bid and pre- construction
meetings.
2. Reviewing shop drawings and other submittals.
Shop drawings and other submittals will be reviewed by the appropriate
members of the Psomas team.
3. Monitoring construction progress, advising the City with respect to
the contractor's general conformance to drawings and specifications,
visiting the site, and making field recommendations.
The Psomas team will coordinate site visits with City staff to monitor
construction progress. Evidence of non - conformance to project drawings
and specifications will be brought to the attention of the City. Field
recommendations will be provided at the request of City staff for issues
within the expertise of the Psomas team.
The PSOMAS Team 1.9
�z�W�, Scope of Work
a
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4. Revising the drawings and /or Special Provisions.
The construction drawings and /or Special Provisions will be revised
when necessary to accommodate changes caused by unforeseen field
conditions and City requirements. The Psomas team will provide the City
with timely documentation of additional fees to expedite the processing of
change orders needed to prevent delay of construction operations.
5. Preparing addenda to the specifications.
Addenda to the specification will be revised when necessary to accom-
modate changes caused by unforeseen field conditions and City require-
ments. The Psomas team will provide the City with timely documenta-
tion of additional fees to expedite the processing of change orders
needed to prevent delay of construction operations.
6. Preparing "as- built" drawings.
The Psomas team will prepare Record Drawings based upon records and
redlined construction plans prepared /maintained by the Contractor and
City staff during construction.
These services are available but not included in this Scope. If deemed
necessary, an additional fee will be negotiated.
Psomas
I. City will provide atlas maps for existing underground City owned
facilities (sewer, water, storm drain).
2. Utility potholing will be the responsibility of the City and/or the
individual Utility Agencies.
3. Design of off -site improvements.
4. Agency fees (plan check and permitting)
5. Utility company design, application and service fees
6. Subdivision mapping and lot line adjustments
7. Special graphics / colored exhibits
8. Capacity design for sewer and water lines
9. Fire Flow test and calculations
10. Traffic counts
11. Post Construction Water Quality Management Plan (WQMP)
12. Entitlement Support
13. Off site Hydrology and Hydraulic studies
14. Construction Management
15. Legal Descriptions and Exhibits
16. Construction Staking
17. Costs of City ordered blueline plan reproduction at times other than
standard project submittals and meetings.
The P S O M A S Team ,.,o
C�CIFOP� \' �c'�'w� m Scope of Work
J I
18. Extra meetings beyond I California Coastal Commission meeting, 2
City Council meetings, and up to 5 Community meetings before July 5.
19. Redesign caused by unknown site conditions
Nuvis
I. Additional project team and agency coordination
2. Council (2), Commission (2), and community meetings (5)
3. Exhibits for Coastal Permit submittals
4. Exhibits for Council, Commission, and community meetings
5. Pedestrian and vehicular hardscape selection
6. Selection and location of street furniture
7. Selection and coordination of designated plants
8. Design development and construction documents for Balboa Pier
Plaza Proposal assumes that the City will provide street furniture
and hardscape requirements for construction documents.
9. Construction documents for Washington Street restroom renovation
10. Design development and construction documents for one acre of
Peninsula Park. Proposal assumes that the City will provide new
hardscape and site amenities, including the bandstand conversion
and planting for the one acre parcel.
11. Retain electrical engineer for special light construction documents.
Nuvis is available to help with fixture selection and provide com-
plete electrical engineering construction documents for specialty
lighting.
Environmental Support Technologies, Inc.
I. Health Risk Assessment
Scope Exclusions:
I. Acoustic engineering and sound reports
2. Archeo /paleo reports and monitoring
3. Shoring calculations and plans
4. Fencing/gates /gate operating mechanisms
0
The P S O M A S Team 1 -11
P S O M A S
9 Exhibit "A"
Scope of Work and Fees:
The City of Newport Beach asked for Supplemental Fees and the Descriptions of Tasks per our
discussion on May 4, 2000. Psomas has identified 4 additional tasks:
Prepare plans for storm drain extension to Balboa Pier Parking Lot. The storm drain will
most likely extend up Washington Street from Balboa Boulevard to the parking lot. A
review of the geometry indicates that a lateral will be required to provide full coverage of
the lot. Two additional plan sheets will be required to provide this coverage. The
additional work required includes: additional detail in the hydrology report; more
hydraulic calculations to design catch basins, local depressions, and size pipes; and
additional coordination to insure full coverage by potholing, two extra plan and profile
sheets.
Proposed Fee: $ 11,510
• Participate in additional coordination meetings and field visits than originally assumed
for the preliminary phase of the work. Field visits by Psomas and City staff will insure
that individual details are properly addressed by the Psomas team. We have estimated an
extra 50 hours of Project Manager time, along with 10 hours for a Project Engineer and
10 hours for a Project Assistant to prepare minutes of meetings and distribute information
to team members.
Proposed Fee: $ 8,160
An inventory of traffic control and information signs will be performed. Individual signs
will be located by Psomas survey crews and a detailed summary of sign contents will be
prepared. Psomas will create an exhibit and summary table of informational and traffic
control signs within the Balboa Village area (Balboa Blvd / Oceanfront / Bay Ave. /
Edgewater from Adams St. to A St.; Palm St. / Washington St. / Main St. from Balboa
Pier / Parking Lot to Edgewater). Psomas will work with Austin -Foust and Nuvis to
develop a complete "sign" package for Balboa Village. Traffic Control Signs will be
located per the WATCH Manual. Nuvis and City staff will work together to develop a
theme for informational signs. The additional work covered by this task addresses
Psomas efforts only. Nuvis' scope and fees are presented in their proposal for
supplemental work.
0 Proposed Fee: $ 4,038
P S O M A S
Exhibit "A" (continued) 0
During the creation of the Odor Control construction documents, Psomas will be
responsible for investigating, potholing and locating existing utilities for EST. This will
allow EST to prepare improvement plans that can be installed with minimum disruption
of existing utilities. This effort will be separate from the effort needed for storm drain,
sewer and water facilities because the Odor Control system will not be designed until the
preliminary odor control survey and report are complete.
Please note that if the Odor Control plans are to be included in Phase 1 of the project,
there is a risk that the Phase I plans may be delayed because the City will have to
approve EST's proposed solutions before the plans can be created. This will necessarily
occur after EST's investigation and report have been reviewed and approved by City
staff.
Proposed Fee: $ 1,213
Supplemental Services Proposed by Nuvis:
Provide project team and agency coordination including meetings with City staff,
consultants, and field reconnaissance. Attend Council (2), Commission (2) and
community group meetings (5). Provide design development information for pedestrian
and vehicular hardscape material, color and texture selections for street intersections and
pedestrian realm areas in conjunction with City's urban planning consultant. Provide
design development information, selection, and location of street furniture and hardscape
and associated construction documents for plaza at entrance to Balboa Pier to include
parking lot interface in collaboration with City's urban planning consultant's preliminary
design.
Proposed Fee: $ 14,995
Supplemental Services Proposed by Environmental Support Technologies
• See attached description.
Proposed Fee: $ 6,260
REQUEST FOR PROPOSAL
March 23, 2000
PROFESSIONAL ENGINEERING SERVICES
FOR
BALBOA VILLAGE IMPROVEMENT PLAN
A. DESCRIPTION AND LOCATION OF PROJECT
The Balboa Village Improvement Plan consists of six primary elements and includes:
1. Constructing Balboa Boulevard street and drainage improvements from A Street to
Adams Street.
2. Constructing Balboa Village pedestrian and streetscape improvements including the
Bay Avenue/Washington Street Parking Lot.
3. Reconstructing the Balboa Pier Parking Lot.
4. Replacing sewer lines, water mains and streetlights.
5. Reconstructing a portion of Peninsula Park.
6. Performing an odor survey in the vicinity of the intersection of Bay
Avenue/Washington Street and preparing an odor control plan.
In preparation for this project, the City of Newport Beach has prepared preliminary
reports and plans which shall be used in the preparation of the construction documents.
The reports and plans are described below.
The Balboa Village Pedestrian and Streetscape Improvement Plan (Village Plan),
prepared by Planning and Urban Design Resources, shows enhanced streetscape
improvements for an area roughly bounded by Edgewater, Adams Street, Ocean
Front and A Street. It includes street and sidewalk improvements on Balboa
Boulevard from Adams Street to A Street, construction of a parking lot on Bay
Avenue between Main Street and Palm Street, improvements within a portion of
Peninsula Park adjacent to Main Street, improvements to the Balboa Pier plaza, and
addition of a driveway egress from the A Street parking lot. Excerpts from the report
are shown in Attachment 1 including a schematic of proposed improvements.
• Austin -Foust Associates has prepared the concept plan for reconstructing the
Balboa Pier Parking Lot. A portion of the landscaping enhancements for the parking
lot is also shown in the Village Plan. Excerpts from the report are attached including
a schematic of the proposed improvements for the parking lot (Attachment 2).
• The City of Newport Beach has prepared preliminary street improvement plans for
Balboa Boulevard from Main Street to Adams Street. The plans also show a
proposed storm drain system in Balboa Boulevard and Washington Street that will
tie into an existing storm drain system. An exhibit of the proposed storm drain
alignment is shown in Attachment 3.
F: \Users \PBW\Sha ed \Balboa Village \RFP \RFP 032100.do
• New street lights and circuitry will be installed with this project. This will include
converting the obsolete 5000 -volt series street light circuits into a new multiple circuit
street light system with new poles and conduits (Attachment 4). New conduit will be
extended to the lights along Edgewater as part of the series circuit conversion. Also,
a lighting system will be installed within the Balboa Pier parking lot.
• Sewer and water lines will be replaced. See Attachment 5.
All elements of this project will be designed and environmentally cleared as one project.
The combined design project will be submitted to the Coastal Commission in one
application for Commission approval.
The project will be constructed in two phases. Phase 1 consists of the Balboa Pier
Parking Lot improvements, the Pier Plaza improvements, the Main Street connection to
the A Street Parking Lot, and the Balboa Boulevard improvements. Phase 2 (which
could be split into sub - phases depending on funding) would construct streetscape
improvements from Ocean Front to Edgewater, as well as Peninsula Park.
B. SCOPE OF SERVICES
The project improvements include construction or modifications of streets, parking lots
(including electric gates and tollbooths), sidewalks, storm drains, sewer, water, street
lighting, planting and irrigation, park modification, traffic signal modification, and odor
control. In preparation for a future clock tower and two fountains, this project will install
the plumbing and electrical conduit for these features.
For this project, the Consultant shall be responsible for complete pre- design and design
services, as well as construction engineering assistance. As the project will be
constructed in at least two phases, construction documents shall be prepared to allow
for multiple bid packages.
PRE - DESIGN TASKS
Pre - Design services include:
1. Reviewing and commenting on the conceptual studies previously prepared for this
project.
2. Confirming project requirements.
3. Developing the detailed design parameters for the project.
4. Confirming CADD format, layering and GIS attribute requirements for construction
documents.
5. Recommending construction materials.
6. Providing a detailed program for the field survey. Survey control shall be
established using the County's GPS coordinate system.
7. Confirming locations and performing four borings for the proposed storm drain
system (ten feet below ground surface (bgs)) and ten corings (two feet bgs) within
the streets.
8. Providing recommendations for conducting an odor survey and conducting an odor
control survey.
9. Preparing a preliminary construction cost estimate.
10. Coordinating with Orange County Sanitation District (OCSD) in its planning for pump
station modifications.
11. Coordinating with the Consultant who is designing the Washington Street restroom.
DESIGN TASKS
Design services include:
1. Surveying the project site and preparing a fully dimensioned drawing. The
Consultant shall use his expertise in determining the level of survey required for this
project. The survey shall be tailored such that:
a. the project drains properly,
b. all proposed improvements properly join existing features, and
c. enough information is available to review the proposed design and to accurately
calculate quantities.
Because the area is very flat, as a minimum, survey information along the streets
should be provided every 50 feet. Additional survey will be required at all critical
areas.
2. Preparing a fully dimensioned site plan along with recommendations for project
geometrics.
3. Identifying right -of -way and property acquisition and preparing legal descriptions and
exhibits for these areas. Assume two legal descriptions.
4. Preparing exhibits required by the City for submittal for a Coastal Development
Permit.
5. Preparing exhibits and providing information required by the City of Newport Beach
for preparation of the environmental documents.
6. Coordinating with the OCSD in its redesign of the pump station and sewer mains on
Balboa Boulevard at A Street.
7. Preparing drawings showing demolition (and protection) of streets, parking lots,
utilities, trees and other landscaping.
8. Preparing plan and profile drawings for roadway improvements. Street
improvements shall include interlocking -paver intersections, special paving materials
for the roadways and sidewalks, and the addition of street furniture.
9. Preparing drawings for signage and striping.
10. Preparing drawings for the Balboa Pier parking lot including ticket booth with utilities
and automatic entrance gate. Quarter -foot contours shall be shown.
11. Preparing drawings for the reconstruction of the Balboa Pier Plaza including the exit
from the A Street parking lot.
12. Preparing plan and profile drawings for the storm drain system. The consultant shall
provide the backup calculations for sizing the catch basins and storm drain lines.
13. Preparing plan (and profile for lines larger than 10 -inch diameter) drawings for water
main and service replacement. See Attachment 5.
14. Preparing plan and profile drawings for sewer main replacement. (Attachment 5)
15. Preparing street lighting drawings including the new conduit and conductor runs
shown in Attachment 4. There will be special lighting treatment at the end of
Washington Street at Edgewater as well as other special lighting as indicated on the
attached Village exhibit.
16. Preparing drawings for parking lot lighting at the Balboa Pier Parking Lot. Lighting
will include overhead lighting and interior pedestrian level lighting.
17.Preparing traffic signal modification drawings for the intersection of Balboa
Boulevard and Palm Street.
18. Preparing detailed planting and irrigation drawings. This project includes the
addition of numerous palm and other box trees. Consultant shall coordinate with the
City's urban forester in identifying tree removals within the project limits.
19. Preparing an odor control plan for the intersection of Bay Avenue and Washington
Street.
20.Research piping and electrical requirements for two future fountains and show
piping and electrical stubouts on improvement drawings.
21. Research electrical requirements for a future clock tower at the intersection of
Balboa Boulevard and Palm Street and show conduit on improvement drawings.
22.Preparing concept -level detour and traffic control drawings to guide contractors
preparation of final traffic control drawings. The traffic control drawings shall be
prepared using the "WATCH" handbook as a guideline. The concept drawings shall
show:
• how traffic service for homeowners and business owners will be maintained,
• the contractor's staging area for equipment and materials,
• alternative parking areas for public use, and
• access for emergency vehicles during construction.
23. Preparing detailed written special provisions, bid documents, quantity estimates and
cost estimates. The construction documents shall be formatted to allow for the
project to be awarded in two phases.
24.Attending City Council and California Coastal Commission meetings if requested by
the City. Assume four meetings.
CONSTRUCTION ENGINEERING ASSISTANCE
When requested by the City, the Consultant shall be available for:
1. Attending pre -bid and pre- construction meetings.
2. Reviewing shop drawings and other submittals.
3. Monitoring construction progress, advising the City with respect to the contractors
general conformance to drawings and specifications, visiting the site, and making
field recommendations.
4. Revising the drawings and /or Special Provisions.
5. Preparing addenda to the specifications.
6. Preparing "as- built" drawings.
C. GENERAL REQUIREMENTS
All drawings and design specifications shall be prepared in accordance with
requirements of the City of Newport Beach "Design Criteria, Special Provisions and
Standard Drawings for Public Works Construction," 1994 Edition, which incorporates
the "Greenbook" specifications titled, "Standard Specifications for Public Works
Construction," latest revision. Design will adhere to ADA requirements. All
specifications and drawings shall be subject to final review and acceptance by the
City of Newport Beach, Public Works Department. Signing and striping drawings
shall be prepared per Caltrans latest revision of standard plan details.
2. The Consultant shall prepare the drawings in AutoCad, Release 14 or 2000. The
Consultant shall plot final drawings on City standard mylar sheets. Special
Provisions and Contract bid documents shall be prepared in accordance with the
City requirements.
3. Drawings shall include all details and information required for plan check, bid and
construction purposes. The electronic files shall be formatted for use in construction
staking.
4. Approved drawings, special provisions, contract documents and any appendices,
shall be signed by the Consultant and submitted for City signatures.
5. A detailed preliminary cost estimate shall be submitted early in the design phase.
The cost estimate shall be regularly updated and submitted to the City for review.
6. The City plans to submit completed drawings to the California Coastal Commission
by January 2, 2001. To meet this submittal date, the City is looking for timely
submittals by the Consultant to confirm that design and schedule requirements are
0 met. The following schedule is offered as a guideline.
May 23, 2000 .................. Notice To Proceed
June 27, 2000 ................Submit compiled survey of existing conditions
July 5, 2000 .................. Submit proposed horizontal control plan, site plan,
street striping layout, and parking lot striping
August 1, 2000 .............. Submit street, parking lot and utility 'redlines'
September 21, 2000........ 75% complete drawings
November 1, 2000........... 90% complete drawings /specifications
December 1, 2000 ...........95% complete drawings /specifications
December 15, 2000 .........Final submittal drawings /specifications
December 29, 2000 .........Drawings and specifications signed by City
As soon as the redline drawings are available showing how the project design
requirements are being met, the Consultant shall bring the redlines to the City for
review by City staff. Redline drawings shall show all street, cross slope and flow line
grades. The drainage pattern and storm drain system shall be fully thought out. Critical
issues shall be identified (e.g. utility conflicts, ADA design conflicts, geometric
problems) with proposed solutions.
The seventy -five percent complete drawings submittal shall include complete
information on the plan and profile drawings for the streets, storm drain, sewer, and
water; complete information on the drawings for the parking lot, striping, signal
modification, and odor control system; and complete plan layout for the irrigation and
planting. While drawing details do not have to be complete for this submittal, details of
critical items, shall be submitted.
7. The City encourages frequent informal reviews to keep staff fully informed. The City
anticipates a two -week period for review of formal submittals provided staff is kept
fully informed of project progress. The City reserves the right to require that the
Consultant add extra staff or work weekends if it appears that the project is falling
behind schedule. No additional costs will accrue to the City for this situation.
8. The project manager shall be responsible for the day -to -day communications with
the City and the supervision of construction document preparation. The demands of
the project schedule will require that an experienced project manager, project
engineer and design team be dedicated to this project. We expect that the design
team will be 100 percent engaged as soon as the survey becomes available.
Coordination meetings with City staff should be incorporated into the tasks listed in
the scope of work.
9. It is important that key members of the team remain on the project through design
completion. The City must approve any changes in the key personnel and will have
the right to reject proposed changes. Non - approved changes in key personnel will
be considered a breach of the contract and cause for termination.
10.The Consultant shall be responsible for completing the specified services in
accordance with the City's standard "Professional Services Agreement" (See
Attachment 6), which will be prepared by the City. Services specified in this
agreement shall be taken directly from the Consultant's Proposal and from this
"Request for Proposal ". The primary components and provisions of the agreement
shall include liability insurance coverage and errors and omissions insurance
coverage in the amount of one million dollars ($1,000,000). The City must be a
"named insured" on all required policies.
11. Cost for reproduction shall be included in the Consultant's proposal. This budget
amount shall include the costs of reproduction of all progress drawings and mylars.
The City will reproduce the final drawings from mylars, as well as reproduce the final
specifications.
12.This Request for Proposal does not commit the City of Newport Beach to pay costs
incurred in the preparation of a response to this request. No work may begin until
the "Professional Services Agreement" is executed and the City issues a Notice to
Proceed.
13.AII data, documents, and other products used or developed for this project shall
remain in the public domain upon completion of the project. Similarly, all responses
to this Request for Proposal shall become the property of the City of Newport
Beach.
14.The method of payment upon negotiation of a contract shall be monthly payments
based upon percent of tasks performed and the submission of requests for
reimbursement.
6
D. CITY'S RESPONSIBILITIES
The City will:
1. Provide reference drawings as are available and appurtenant to the proposed
project.
2. Provide survey records and easement information, as are available and appurtenant
to the project.
3. Provide street, utility, traffic, landscaping, and irrigation design criteria, hydraulic
data and other technical information, as are available and appurtenant to the
project.
4. Retain the services of an urban planner to provide planning continuity during the
preparation of construction documents. The urban planner will provide additional
concept information for use in the design of the park. The urban planner will be
available to answer Consultant questions on the details for the streetscape,
landscape, street furniture, and project materials.
5. Provide information on interlocking -paver material, color and construction methods.
6. Provide construction inspection.
7. Prepare, submit and process the Coastal Commission Permit.
8. Prepare the environmental documents.
9. Appoint a staff engineer to be the Consultant's primary point of contact with the City.
10.Acquire right -of -way and property.
11.Provide final reproduction of the drawings from the mylars prepared by the
Consultant and final reproduction of the specifications.
E. PROPOSAL CONTENTS
The proposal shall be clear and concise. Boilerplate and generic marketing materials
should be excluded from the proposal.
Using the tasks listed in Section B for the pre- design, design and construction
engineering assistance phases, prepare the scope -of -work for the project. Each
task shall be succinctly stated with details provided only as needed to define
understanding of or methodology for the task. Use the same numbering scheme of
Section B. Each task shall include a detailed estimate of person -hours (broken
down by job classification) required to complete the task.
The Consultant is encouraged to indicate additional tasks that are required or will
streamline the schedule for the design or construction phases. These additional
tasks should be added at the end of the appropriate phase of work.
2. Provide a statement expressing understanding and agreement with the General
Requirements of Section C.
3. Provide comments to the City's standard "Professional Services Agreement"
(Attachment 6). If there are no exceptions, provide a statement to that effect.
4. Provide information of five projects of similar size and complexity that have been
performed in the last seven years. For each project, list the staff shown in this
proposal that worked on the project. Provide the name of the agency contact
person and telephone number.. For each project, describe a project management
technique that was used to facilitate the design of the project. Descriptions should
be succinct.
5. Identify the project team and subconsultants. Provide an organizational chart and
resumes for each team member. The Consultant's primary representative shall be a
licensed Civil Engineer. Specific responsibilities of each team member and
subconsulant shall be detailed along with anticipated total effort, expressed in
percentages of total work hours.
6. Provide a more detailed write -up on the experience of the project manager and
project engineer on similar projects. Explain how the project manager in the past
has been able to accommodate on -going adjustments to the project design while
maintaining project schedule and budget.
7. Prepare a project schedule. The schedule shall include the number of calendar
days required to perform each task, beginning and ending dates, and linkages. The
schedule shall include milestones for drawing submittals and proposed meetings.
8. In a separate, sealed envelope, submit a not -to- exceed amount for the services to
be provided. The fee shall be broken down by tasks, job classification (design team
and subconsultants) and hours for the pre- design, design and construction
engineering assistance phases, and shall include miscellaneous costs such as
travel, reproduction, computer costs, clerical support, communication and other
costs. The City reserves the right to eliminate tasks from the scope of work, and
reduce the not -to- exceed amount by the cost of the task eliminated. The Consultant
shall enclose the company's fee schedule, as well as a fee schedule for each
subcwnsultant, outlining all applicable hourly rates and costs for services.
F. SELECTION PROCEDURE
A review committee comprised of City staff will review the proposals. The successful
Consultant will be selected based on the experience of the key personnel, the expertise
of the project team as demonstrated on previous projects, and the clarity and
conciseness of the proposal. The City may choose to invite the top candidate(s) for an
interview prior to selection.
END
Attachments
1. Excerpt from the Balboa Village Implementation Plan
2. Excerpt from the Balboa Pier Parking Lot and Main Street Access Improvements Report
3. Exhibit showing the preliminary design layout for the storm drain system.
4. Exhibit showing the new street lighting, conduit and conductors.
5. Exhibit showing water and sewer lines to be replaced.
6. City's standard "Professional Services Agreement"
8
a£W�Rr Project Team—
°1,<` Organization Chart
C<IrOANf
Bob Stein, PE
Senior Civil Engineer
Gail Pickart, PE Gary Dysart, PE
Project QA/QC — Peer Review Officer- in- ChargelAdvlsor
Neil Gillis, PE
Project Manager
SurveyingfMapping La ndscapinglStreetscape
PSOMAS NUVIS
Karl Lauren, PLS Survey Advisor Leslee Temple, fASLA
Christy Eberhardt Photogrammetrist Robert Cardoza, FASLA
Traffic /Transportation
QA/QC —Peer Review Austin -Foust Associates
Lonny Sheek, PLS foe Foust,
PE
Geotechnical
Diaz - Yourman & Associates
Allen Yourman, PE, GE
Odor Control
Environmental Support
Technologies
Kirk Alan Thompson, RG, C.HG.
Street/Sewer /Water /Storm Drain
PSOMAS
Pavel Ham, PE
Jennifer Courtois, PE
Gary Hammerle, PE
The P S O M A S Team 5-1
---- --------------
--- ------- -- ------ ------ -- -----
---- - --- --- ------ ------
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------- -- -- -- --
------ ----- -------- ------ - ------- -
.. . ........... ...... . . ... ..... . .... . .....
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--- -------------------------- -------- - ---------------- ---------- - ------ --------------
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P S O M A S
0
PD Project Director
PM Project Manager
PE Project Engineer
DE Design Engineer
CT CAD Technician
AE Assistant Engineer
C Consultant
PA Project Assistant
BALBOA VILLAGE
NEWPORT BEACH
PSOMAS — STAFF BILLING RATES
Gary Dysart
Neil Gillis
Pavel Hom
Jennifer Courtois
Gary Hammerle
Matt Heideman
Anthony Tsui
Trang Nguyen
Pearl Abarca
Cong Nguyen
Veronica Gouveau
Anna Ramirez
Derek Hicks
Gail Pickart
Deanna Gate
Cheryl Martinez
Senior Project Manager Kari Launen
Senior Project Manager/Technical Manager Lonny Sheek
Project Manager
John Eberhart
Project Surveyor
Rick Tetreault
Project Surveyor
Charlie Lauman
Senior CAD Technician
Riitta Newhouse
Assistant Surveyor
Ryan Versteeg
Assistant Surveyor
Lam Le
Project Manager - Digital Imaging
Christy Eberhart
EXHIBIT "B"
$139
$125
$116
$116
$116
$116
$116
$116
$ 88
$ 78
$ 75
$ 75
$ 75
$ 85
$ 60
$ 60
$139
$116
$125
$116
$ 88
$ 88
$ 78
$ 88
$ 88
Surveyors (2 man crew — Party Chief / Chainman)
Chris Hanson / Glenn Stringer $178
Karl Loveys / Lewis Lesh $178
Jim Russo / Dan Garcia $178
Paul Granell / Ignacio Julian $178
NUVIS
Billing Rates
Name
Title
Billing Rate
Robert R. Cardoza
Senior Principal
$110.00
Leslee A. Temple
Senior Principal
$110.00
Robert W, Stone
Senior Principal
$110.00
Perry Cardoza
Princi al
$110.00
Tom Munoz
Principal
$110.00
Jaime Rios
Designer
$ 85.00
Linda Forde
CADD Tech I
$ 70.00
Lamont IUecker
CARD Tech I
$ 70.00
Chris Atcncio
CADD Tech II
$ 55.00
Robert Ftisbie
Draftsperson I
$ 45.00
Scott Downey
Draftsperson II
$ 35.00
May 11, 2000
22'd EGS'ON WdE'0:05 0002'SS'J,UW
I*
•
MAY -11 -2000 7HU 10;06 AM DIAZ YOURMAN AND ASSOCIA
_1) 1 A Z. Y 0 U It NI A N
\, \5.5 r 1171 A T1' .S
E
0
Data. May 11, 2000
T'o: Mr. Neil Gillis
Psomas & Associates
Fax: 714 -545 -8883
Phono: 714- 751 -7373
cc:
SubjecC Balboa Improvement Project
Houi ly K;itoG by Individual
_........ ..--- ._.... - --
NAME
rcr,'Ad M. Diaz
Allan M. `(OUrrn(ln _
-V. F;. Nad�swnrnn
Chri:,wpher M. Diaz
An 1hI -I hl.lr�li � —
Gary K Qilbera•... _ —._. -.
I ovill" :.ill --
lain
FAX NO. 714 +838 +8741 P. 01
_0 C- .•
Project No: 00 -054
From: Ms. Leslie Diaz
Pages: 1 (including cover)
Original to follow: Yes X No
POSITION —+
inesr
Far/an Mornlrtadeh Technician
(irnotllY Diaz 'technician
I.cGIIrj Diaz —._ — Word Processing /Technic
Word Process;in „_
f ?I.ylli; Mershon__ __ Clerical Mlord Processing
Pk.n e call if you need any further information.
HOURLY RATE
313
..$41
17121 IRVINE 19001TVARD. TV&I IN, CALIMORNIA 02780 -M12 (714) 838.8565 R.: (714) 638 -s741
May 11 00 10:19a Austin -Foust
(714) 667 -7952 p.2
�� ®AUST /N -FOUST ASSOCIATES, INC.
TRAFFIC ENGINEERING AND TRANSPORTATION PLANNING
2020 NORTH TUSTIN AVENUE • SANTA ANA, CALIFORNIA 92705 -7827
Effective January 1, 2000
AUSTIN -FOUST ASSOCIATES, INC.
INDIVIDUAL RATE SCHEDULE
CATEGORY
Principal
Terry Austin
Joe Foust
Design Engineer
Rick Chavez
Transportation Engineer
Cathy Lawrence
Jamie Anderson
Pat Kelley
Design Drafter
Rob Stcaffcns
Technical/Clerical
Connie Woodward
Joanne Herbel
Direct expenses billed as actual costs
TELEPHONE (714) 667 -0496
FAX (714) 667 -7952
E -mail! mail @ausUnfoust.com
HOURLY RATE
$135
$135
$105
$95
$90
$80
$70
$55
$50
0
0
is
05/11/2000 09:52 9494570664 EMVIROWIEMTALSUPPORT PAGE 02/02
Table 1
Staff Identification and Billing Rates
PSOMAS
Balboa Village Project
YIbW VSLW SB3nO HFb,
Name
Job Title
Staff I.D.
Billing Rate (Per Hour)
Kirk Thomson. R.G.. C.HG., R.E.A.
Project Manager
P5
$100
Michael Tye, R.G.
Project Geologist
P3
$80
Ouy Mai
Senior Environmental Chemist
Chem
$65
Martin Kilhullen
Senior Environmental Technician
Tech II
$50
Alex Chapman
Environmental Technician
Tech 1
$45
Marcheal McCullough
Technical Support Staff
TI
$45
Marialena Zagari
Office Support Staff
OS I)
$35
LJ
February 22, 2000
CITY COUNCIL AGENDA
ITEM NO. 26
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: PHASING AND ESTIMATES FOR THE BALBOA VILLAGE
PEDESTRIAN AND STREETSCAPE IMPROVEMENT PLAN (VILLAGE
PLAN) AND THE BALBOA PIER PARKING LOT IMPROVEMENTS
RECOMMENDATIONS:
A. Direct staff to solicit proposals for professional services to:
1. Proceed with the design of the Balboa Pier Parking Lot per the Village Plan and
the Austin -Foust Associates concept plan.
2. Proceed with the design of Balboa Boulevard from A Street to Adams Street per
the Village Plan and Public Works Design Criteria for streets and drainage.
3. Proceed with the design for the Village Plan pedestrian and streetscape
improvements.
B. Direct staff to proceed with environmental clearances and permits.
C. Direct staff to pursue forming a property owner - funded Underground Utility
Assessment District.
D. Direct staff as to the preferred option for the upgrade of Peninsula Park.
DISCUSSION:
Balboa Village Pedestrian and Streetscape Improvement Plan (Village Plan
The Village Plan was prepared by Planning and Urban Design Resources and
presented to the City Council during the December 13, 1999, Study Session. Staff was
directed to review the improvement plan, prepare a cost estimate, propose a funding
plan, and prepare a project schedule.
The Village Plan shows enhanced streetscape improvements for an area roughly
bounded by Edgewater, Adams Street, Ocean Front and A Street. It includes
improvements on Balboa Boulevard from Adams Street to A Street, as well as within a
portion of Peninsula Park adjacent to Main Street.
SUBJECT: Phasing and Estimates for the Balboa Village Pedestrian and Streetscape Improvement Plan and Pier Parking Lot
Redesign
February 22, 2000
Page 2
Coupled with the Village Plan is the proposed upgrade of the Balboa Pier Parking Lot
per the concept plan prepared by Austin -Foust Associates. The parking lot concept
plan was approved by the City Council in Study Session on October 25, 1999.
This parking lot plan, in addition to the planned street and drainage improvements
along Balboa Boulevard, will be combined with the Village Plan so they can be
designed and environmentally cleared as one project. The combined design project will
be submitted to the Coastal Commission in one application for overall approval. The
construction can be phased as funding becomes available.
The project is divided into 3 phases. Phase 1 would construct the Balboa Pier Parking
Lot improvements, the Pier Plaza improvements, the Main Street connection to the A
Street Parking Lot, and the Balboa Boulevard improvements. Phase 2 (which could be
split into sub - phases depending on funding) would construct the Balboa Village
streetscape improvements from Ocean Front to Edgewater. Phase 3 is a future project
to construct improvements along Edgewater.
The Village Plan also will require the acquisition of the 3000 square foot parcel on the
southwest corner of Bay Avenue and Washington Street for parking.
The Public Works Department reviewed the Village Plan traffic circulation concept and
believes the following changes will be necessary:
1. The Village Plan calls for widening the sidewalk on both sides of Balboa Boulevard
from 6 (or 8) feet to 14 feet. The resulting 40 -foot street width (curb to curb) would
yield 4 lanes, each 10 -feet wide requiring vehicles in the outside lanes to drive in the
2 -foot gutter. Both outside lanes will be widened 2 feet to provide for a 10 -foot
driving lane width. This modification would still allow for 12 -foot wide sidewalks
along Balboa Boulevard.
2. Proposed angle parking on Balboa Boulevard will have a severe impact on traffic flow
and will need to be eliminated. The angle parking would reduce Balboa Boulevard to
one lane westbound and vehicles waiting for someone to leave or motorists backing
out of a stall would block all traffic exiting the peninsula.
3. Several parking spaces near A Street need to be deleted in order to ensure access to
County Sanitation District facilities.
4. The plan proposes to eliminate two, well -used commercial loading zones on Bay
Avenue. At least one loading area must be maintained or commercial vehicles will
be forced to park in a traffic lane.
5. During the design phase when precise dimensions of parcels and streets have been
determined, adjustments in the plan will be made to conform to the City's design
standards.
SUBJECT: Phasing and Estimates for the Balboa Village Pedestrian and Streetscape Improvement Plan and Pier Parking Lot
Redesign
February 22, 2000
Page 3
With regard to an on -going odor problem at Bay Avenue at Washington Street, staff
recommends that methane abatement measures be incorporated into the design of the
streets.
As an additional consideration, staff recommends that property owners be asked to
participate in forming an Underground Utilities Assessment District to complete the
upgrades in this neighborhood. The estimated cost of the assessment district is
$1 million. The cost of the assessment district is not considered in the cost for the
Village Plan.
Total Project Cost
A cost estimate was prepared for Phase 1 (Balboa Pier Parking Lot, Pier Plaza,
connecting driveway to 'A' Street Parking Lot, and Balboa Boulevard) and Phase 2
(Balboa Village streetscape, excluding Edgewater). Costs for Phase 3 improvements
along Edgewater are not included in the estimate. Quantities were estimated using the
Balboa Village Improvement Plan prepared by Planning and Urban Design Resources
and the Balboa Pier Parking Lot concept plan prepared by Austin -Foust Associates.
The approximate cost for construction and property acquisition is $5 million. This
estimate contains construction items that may not have been included in previous cost
estimates such as demolition and removal costs, paving on Balboa Boulevard,
irrigation, lighting conduit and conductors, methane abatement, and traffic signal
modifications. This estimate also includes costs for property acquisition.
The construction and property acquisition costs for Phases 1 and 2 are modified as
shown in Table 1 to arrive at the Total Project Cost.
Table 1: Total Project Costs
Construction and Property Acquisition Costs $5,000,000
Design engineering, permitting, environmental studies, $1,250,000
and construction services
(25% of construction costs) ----------------
Total Project Cost without Contingency $6,250,000
Contingency for unknown construction items that
will be revealed during final design and construction
(25% of construction costs). $1,250,000
Total Project Cost with Conti
0
is
0
SUBJECT: Phasing and Estimates for the Balboa Village Pedestrian and Streetscape Improvement Plan and Pier Parking Lot
Redesign
February 22, 2000
Page 4
The total project cost for Phases 1 and 2, including engineering design, construction
services, property acquisition, and a 25% construction contingency, is estimated to be
$7.5 million.
Budget Requirements
Table 2 shows the distribution of the costs for constructing the two phases of the Village
Plan over the 4 -year time period estimated to complete the project.
Table 2: Budget Requirements
Task Description
Engineering Design, Environmental
Documents, Permits
Phase 1
Pier Parking Lot
Pier Plaza
Lot A connecting driveway
Balboa Boulevard
Construction Services
Total Phase 1 Cost
Phase 2
Property Acquisition
Oceanfront to S/o Balboa Blvd.
N/o Balboa Blvd. to Edgewater
Peninsula Park improvements
Construction Services
Total Phase 2 Cost
Task Cost* Recommended Budget per Fiscal Year
1999 -00 2000 -01 2001 -02 2002 -03
$500,000 $500,000
$790,000
120,000
50,000
1,630,000
310,000
$2,900,000
$350,000
1,150,000
2,080,000
80,000
440,000
$4,100,000
Total Project Cost $7,500,000 $500,000
* Task cost includes a 25 percent contingency.
$790,000
$120,000
$50,000
$1,630,000
$310,000
$350,000
$1,150,000
$440,000
2003 -04
$2,080,000
$80,000
$0 $2,900,000 $1,940,000 $2,160,000
The current budget provides off - street parking funds and CDBG funds totaling $600,000
for the Balboa Pier parking lot and peninsula revitalization. $500,000 of this budgeted
amount will be used for the preparation of the engineering design documents,
environmental documents, and permit applications. The design would be prepared for
both phases of the project at the same time. Design would begin in spring 2000. The
design, environmental clearances, and permitting would be completed by July 2001.
SUBJECT: Phasing and Estimates for the Balboa Village Pedestrian and Streetscape Improvement Plan and Pier Parking Lot
Redesign
February 22, 2000
Page 5
Construction would begin on Phase 1 in FY01 -02 at an estimated cost of $2,900,000.
Phase 2 construction costs are approximately $4,100,000. Table 2 shows the funding
for Phase 2 split over two fiscal years beginning in FY02 -03.
The proposed improvements within Peninsula Park include upgrading the pavilion
gazebo to a bandstand and providing uplighting on the existing palms. The cost for
these improvements, as shown in Table 2, is $80,000. Another option envisions a more
extensive refurbishment of the park to include a grass area around the bandstand for
outdoor seating, relocation of the flight monument, new irrigation system, new
landscaping, and new hardscape. While additional conceptual design is required to
define costs, a rough estimate of cost ranges from $250,000 to $350,000.
Maintenance Costs
The cost for providing an enhanced level of landscape maintenance within the business
district, including frequent pruning, daily litter removal, maintenance of 'color areas, and
weekly adjustment of the irrigation, is approximately $1,200 per month.
While additional review is required, it appears that the pavement and sidewalk
enhancements will require increased routine maintenance to keep the surfaces clean.
The cost per day for a steam cleaning crew and pollutant disposal is approximately
$1,000. At 1 day per month the cost would be approximately $12,000 per year.
Fundinq Sources
As outlined in the December 13, 1999, staff report to the Mayor and City Council, the
additional project costs can be partially funded from the Community Development Block
Grant (CDBG), the Off - Street Parking Fund, and the Neighborhood Enhancement
Reserve Fund as follows:
1. The City may borrow against future CDBG allocations for approximately
$2,000,000.
2. The Off - Street Parking Fund has a FY 1998 -1999 balance of $690,000, of which
$430,000 is committed to the Balboa Pier Parking Lot.
3. The Neighborhood Enhancement Reserve Fund has a FY 1998 -1999 balance of
$479,000, with anticipated annual receipts of approximately $240,000.
4. It is anticipated that $700,000 in Gas Tax funds will be available in FY 2001 -2002
for roadway related improvements.
0
0
0
SUBJECT: Phasing and Estimates for the Balboa Village Pedestrian and Streetscape Improvement Plan and Pier Parking Lot
Redesign
February 22, 2000
Page 6
Table 3 indicates funding sources for the project.
Table 3: Funding Sources
Engineering Design &
Environmental
Documents
Neighborhood Enhancement
Off Street Parking
Phase 1 - Balboa Blvd, Pier
Parking Lot,
Pier Plaza, A St. Parking Lot
Driveway
CDBG - Section 108 Loan
Off - Street Parking
Neighborhood Enhancement
Gas Tax
Parking Revenue Bond
Total Phase 1
Phase 2 - Property Acquisition,
Village
Streetscape, Peninsula Park
CDBG - Section 108 Loan
Neighborhood Enhancement
Parking Revenue Bond
General Fund
Total Phase 2
1999 -00 2000 -01 2001 -02 2002 -03 2003 -04
$250,000
$250,000
$300,000
$690,000
$460,000
$700,000
$750,000
$500,000 $0 $2,900,000
$1,700,000
$240,000
$1,940,000
$240,000
$1,920,000
$0
$2,160,000
Total
Total $500,000 $0 $2,900,000 $1,940,000 $2,160,000 $7,500,000
Parking Revenue Bond
In order to implement all of the Village Plan within 4 years, the City Council may wish to
consider the use of revenue bonds or a similar financing tool to fund a portion of the
project costs. In the past, the City has utilized new or increased revenues from a
project to pay for the bonds. While the meters for the full length of the Peninsula
generate approximately $1 million annually, including the $240,000 that is directed to
the Neighborhood Enhancement Reserve, this project will result in minimal additional
revenue due to the small number of meters being added. Should the City Council
decide to use meter revenues to repay bonds, other General fund projects will need to
be adjusted to offset the repayments. If $2.67 million were raised through the issuance
SUBJECT: Phasing and Estimates for the Balboa Village Pedestrian and Streetscape Improvement Plan and Pier Parking Lot
Redesign
February 22, 2000
Page 7
of a revenue bond at 7.5 %, the semi - annual payments would be approximately
$150,000 for 15 years. After FY 2003 -2004, the Neighborhood Enhancement Reserve
Fund could be reused to payoff the bond rather than the general fund. This would
obligate Neighborhood Enchancement funds generated from the entire peninsula to
one area of improvement for 15 years.
Project Schedule
Assuming the City Council approves initiation of the project and then authorizes design
contracts in April 2000, construction could begin on Phase 1 by fall 2001. A conceptual
schedule is shown as an attachment. The schedule is based on the following:
1. Environmental Clearance
A 4 -month period to hire an environmental professional, prepare the
environmental documents, a 30 -day public review period and final approval on a
mitigated negative declaration. This will be done concurrently with the design.
2. Design Engineering
A 9 -month period, concurrent with the Environmental Clearances procurement,
to hire a civil engineering firm and prepare the design drawings and
specifications.
3. Coastal Commission Permit
A 6 -month period after completion of the design is expected for the application to
be agendized for Coastal Commission hearing and approval. The Coastal
Commission requires signed plans prior to starting the review process.
Respectfully su bmie�W L
PUBLIC WORKS DEPARTMENT
Don Webb, Director
By:
Robert Stein—
Senior Civil Engineer
Attachments: Conceptual Schedule
Preliminary Assessment District Estimate
Exhibit
Sharon Wood
Assistant City Manager
f:\ users \pbw\ shared\ council \fy99 00 \february- 22 \balboa village.doc
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Aug -99 (PRELIMINARY)
ASSESSMENT DISTRICT 92 ESTIMATE
Utility Construction
Southern California Edison (2200 ft @ $300) $660,000.00
Pacific Bell $110.000.00
Subtotal Utility Construction $770,000.00
5% Contingency
$38,500.00
TOTAL CONSTRUCTION
$808,500.00
INCIDENTIAL EXPENSES:
Edison Design Engineering
$15,000.00
$15,000.00
Pac Bell Design Engineering
$9,375.00
$11,000.00
Assessment Engineering
$30,000.00
$35,000.00
Contract Inspection
$1,000.00
$1,000.00
City Administration
$3,000.00
$3,000.00
Printing, Advertising, Notices
$1,000.00
$1,000.00
Bond Printing, Reg. & Servicing
$1,000.00
$1,000.00
Filing Fees
$500.00
$500.00
Subtotal Incidential Expenses
$67,500.00
Contingency 5%
$3,375.00
Construction
$808.500.00
Subtotal Incidential & Construction
$879,375.00
FINANCIAL COSTS
Bond Council
$4,000.00
$4,000.00
Bond Discount
2.5%
$21,984.38
Bond Reserve
5.0%
$43,968.75
Capitalized Interest
6.0%
$52,762.50
Paying Agent
$2,500.00
$2.500.00
Subtotal & Financial Costs
$125,215.63
TOTAL ESTIMATE $1,004,590.63
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City of Newport Beach NO. BA. 063
BUDGET AMENDMENT
1999 -00 AMOUNT: $soo,000.00
TON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
X Transfer Budget Appropriations I No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from designated reserves
EXPLANATION:
This budget amendment is requested to provide for the following:
To appropriate $250,000 from Neiborhood Enhancement -Area B and transfer $250,000 from the Balboa
Pier Parking Account to provide for design and construction services for the the Balboa Village
Improvement Project account.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Eund Account
010 3769
RUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Neiborhood Enhancement -Area B
Description
FinaihclalAPproval: Administrative Services Director
Signed:
A ministrative Approval City Manager
S
City Council Approval: City Clerk
Amount
Debit Credit
$250,000
$250,000
$250,000
$250,000
Date
of
ate v
Date
Description
Division
Number
7024
Neiborhood Enhancement Reserve
Account
Number
C5100543
Balboa Village Improvement Project
Division
Number
7022
Off Street Parking Improvements
Account
Number
C5100543
Balboa Village Improvement Project
Division
Number
7022
Off Street Parking Reserve
Account
Number
C5100376
Balboa Pier Parking /Main Street Pedestrian
Division
Number
Account
Number
Signed:
FinaihclalAPproval: Administrative Services Director
Signed:
A ministrative Approval City Manager
S
City Council Approval: City Clerk
Amount
Debit Credit
$250,000
$250,000
$250,000
$250,000
Date
of
ate v
Date