HomeMy WebLinkAbout10 - Balboa Village Project Update & Psomas AgreementApril 24, 2001
COUNCIL AGENDA
ITEM NO. 10
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: BALBOA VILLAGE PROJECT UPDATE AND APPROVAL OF
AMENDMENT NO. 5 TO PSOMAS AGREEMENT
RECOMMENDATIONS:
1. Receive and file project update report.
2. Approve Amendment No. 5 in the amount of $107,905 to the original Agreement with
Psomas. The amendment provides for a fee increase to cover work beyond the original
scope. The Amendment also provides for a time extension to the Agreement.
PROJECT HISTORY
At the February 22, 2000, City Council meeting, Staff was directed to solicit proposals for
professional services to design pedestrian and streetscape improvements for the Balboa
Village area. The Balboa Village project includes hardscape, landscape, and streetlight
improvements for the Balboa Pier parking lot, pier plaza, Washington Street, Palm Street,
Main Street, Bay Avenue, Balboa Boulevard, Ocean Front, and Peninsula Park.
On May 23, 2000, Council authorized the City to execute an Agreement with Psomas to
provide pre- design, design, and construction services for the Balboa Village Improvement
Project for a fee of $493,131. The original scope of work includes:
Designing pedestrian and streetscape improvements
Preparing an odor assessment at Washington Street and Bay Avenue
Designing water, sewer, streetlight, and storm drain improvements
There are several projects associated with the Balboa Village Project underway
concurrently including:
• Forming an Underground Utilities Assessment District
• Re- designing the Washington Street and Balboa Pier restrooms
• Designing the landmark tower at the corner of Balboa Boulevard and Palm Avenue
SUBJECT: Balboa Village Project Update and Approval of Amendment No. 5 to Psomas Agreement
April 24, 2001
Page 2
Several studies associated with the project have been commissioned and completed:
• A human health risk assessment for the methane and hydrogen sulfide emissions
at Washington Street and Bay Avenue
• A Negative Declaration for the project
• A biological assessment for the new storm drain outfall at the north end of
Washington Street
• An analysis of the Ficus trees on Main Street with a complementary study by Staff
on tree maintenance costs
PROJECT PHASING
The Village Project will be constructed in three phases:
Phase 1 — FY 2001 -2002
Construction of the Balboa Pier Parking Lot improvements, Pier Plaza improvements,
Main Street connection to the A Street Parking Lot, Balboa Boulevard improvements, and
storm drain facilities in Washington Street.
Phase 2 — FY 2002 -2003
In general, construction of the Balboa Village streetscape improvements from Ocean Front
to Balboa Boulevard.
Phase 3 — FY 2003 -2004
In general, construction of the Balboa Village streetscape improvements from Balboa
Boulevard to Edgewater Avenue.
In the next few years, three important projects are planning construction within the Village
area: the Balboa Theatre renovation, the Balboa Inn expansion, and the Orange County
Sanitation District sewer pump station at Balboa Boulevard and A Street. The Village
project phasing will be modified in the areas of these projects to facilitate construction and
protect the Village improvements.
PROJECT STATUS
The City received a third submittal of drawings and specifications from Psomas on March
23`x. The documents were reviewed and returned to Psomas on April 19th. Factoring in
the new tasks, the construction drawings are approximately eighty percent complete.
Psomas is revising the drawings for resubmittal on May 18th.
Comments were received from the California Coastal Commission and the City prepared
and submitted a response to the Coastal Commission on April 5, 2001.
Staff selected a concrete material called Lithocrete for use on this project. Staff is
coordinating with a local supplier to prepare samples with the proposed materials,
patterns, and colors for the sidewalks and roadways. Staff has begun the process to pre -
qualify Lithocrete contractors.
SUBJECT: Balboa Village Project Update and Approval of Amendment No. 5 to Psomas Agreement
April 24, 2001
Page 3
The cost estimate for the project is being analyzed. It appears the total cost for the project
is higher than the project budget. This can be attributed to the suggested additional
enhancements. Unit costs are being reviewed by Staff to keep the project within the
budget.
The Army Corps of Engineers and the California Regional Water Quality Control Board are
processing permit applications for the Village project.
Staff is preparing a Request for Proposal for Construction Management services for the
project.
CONTRACT AMENDMENT NO. 5
Construction documents for the Balboa Village Project are being prepared by Psomas.
The original contract amount with Psomas was $493,136.
Amendments totaling $121,981 (24.7 percent of the original contract amount) have been
previously approved for new planning and design tasks assigned to Psomas. Tasks
covered by the previous amendments included:
• Design development for streetscapes, Peninsula Park, pier plaza, and the landmark
tower
• Design of landscape area for the pier plaza and Peninsula Park,
• Street tree research
• Planning options for parking on Bay Avenue
• Design options for Balboa Boulevard
• Design modifications for underground utilities
Amendment No. 5 for $107,905 has been reviewed by Staff for new design tasks and
revisions. The added tasks to be provided are:
1. Design revisions for the storm drain in Washington Street
2. Planning and design for the storm drain outfall into Newport Harbor
3. Design for a new storm drain tide gate and vault
4. New design and design revisions for parking, hardscape, trees, landscape, traffic,
and utilities improvements throughout the Village
5. Supplemental survey
6. Revisions to drawings to accommodate new construction phasing
7. Project planning and coordination
8. Contingency ($10,000)
SUBJECT: Balboa Village Project Update and Approval of Amendment No. 5 to Psomas Agreement
April 24, 2001
Page 4
PROJECT SCHEDULE
Staff anticipates signing the construction drawings by July 16, 2001, and awarding the
contract on September 11, 2001. Construction is anticipated to begin by October 1, 2001.
Amendment No. 5 extends the term of the contract to December 31, 2001.
Funds are available for Amendment No. 5 in the following accounts:
Description
Balboa Pier Parking
Parking Management Implementation
Respectfully submitted,
F /
PUBLIC WORKS DEPARTMENT
Don Webb, Director
�B;
Robert Stein, Project Manager
Account No. Amount
7022- C5100376 $ 77,070
7022- C5200414 30,835
Total $107,905
Attachment: Amendment No. 5 to Psomas Professional Services Agreement
BALBOA VILLAGE IMPROVEMENT PLAN
AMENDMENT NO. 5
TO
PROFESSIONAL SERVICES AGREEMENT WITH PSOMAS
THIS AMENDMENT NO. 5 TO PROFESSIONAL SERVICES
AGREEMENT, entered into this day of , 2001, by and
between the 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. On May 23, 2000, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "AGREEMENT ", for final
design and construction support services for the Balboa Village Improvement Project,
hereinafter referred to as 'PROJECT'.
B. CITY and CONSULTANT have entered into four separate
AMENDMENTS of the AGREEMENT, the latest dated December 20, 2000,
C. CITY desires to enter into this AMENDMENT NO. 5 to reflect
additional services not included in the AGREEMENT or prior AMENDMENTS and to
extend the term of the AGREEMENT to December 31, 2002,
D. CITY desires to compensate CONSULTANT for additional
professional services needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT,
hereinafter referred to as "AMENDMENT NO. 5 ", as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
1. CONSULTANT shall be compensated for services performed
pursuant to this AMENDMENT NO. 5 according to "Exhibit A" dated April 11, 2001
attached hereto.
2. Total additional compensation to CONSULTANT for services
performed pursuant to this AMENDMENT NO. 5 shall not exceed one hundred seven
thousand, nine hundred five AND 00/100 dollars ($107,905.00).
3. The term of the AGREEMENT shall be extended to December 31,
2002.
4. Except as expressly modified herein, all other provisions, terms,
and covenants set forth in AGREEMENT shall remain unchanged and shall be in full
force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT
NO. 5 on the date first above written.
CITY OF NEWPORT BEACH,
A municipal corporation
MN
APPROVED AS TO FORM: Garold B. Adams, Mayor
City of Newport Beach
By:
City Attorney
ATTEST:
LaVonne Harkless
City Clerk
Psomas
AN
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P S O M A S
BALBOA VILLAGE IMPROVEMENT PLAN
AMENDMENT NO.5 - EXHIBIT A
April 11, 2001
With
PSOMAS
3187 Red Hill Avenue, Suite 250
Costa Mesa, CA 92626
As requested by the City, Psomas has been asked to perform new design and
planning tasks for the Balboa Village Improvement Project including:
• Design Revisions for the storm drain in Washington Street,
• Design for a new storm drain tide gate and vault,
• New design and design revisions for hardscape, landscape, and utilities
improvements throughout the Village, and
• Revisions to drawings to accommodate new construction phasing.
The tasks are detailed below.
Task 1 Redesign Storm Drain Line A in Washington Street (Task 1 Request
$9,423)
The proposed storm drain will be revised at the request of SCE to avoid some its
facilities that will be very costly to relocate. Additionally, the City has decided to
included in this project a new storm drain outfall across Edgewater into Newport
Harbor. Psomas shall:
a) Determine a new alignment to eliminate interference's between SCE facilities,
b) Coordinate with the City and Ron Yeo for storm drain line alignment within the
restroom plaza area,
c) Coordinate with SCE for relocation of its facilities,
d) Extend the system into Newport Bay including design of a new bulkhead
penetration and pipe anchors, and removal of the existing facilities,
e) Revise alignment as required by new tide gate (Task 2 below).
f) Coordinate research for interfering utilities in Edgewater,
g) Coordinate with the City and property owners for other interference's in
Edgewater,
h) Re- connect two existing catch basin in Washington St. to the new system,
and
i) Revise the specification for trenching, demolition, access and other
requirement.
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j) Coordinate with the City and Nuvis to relocate proposed trees on Washington
St. between Balboa Boulevard and Bay Avenue. including coordination with
Nuvis for the final location of trees on Washington Street north of Bay Avenue
including the landscape area. This task also includes coordination with SCE
regarding pipeline alignment and profile.
Task 2 Tide Gate Planning and Design (Task 2 Request $12,684)
Psomas shall perform site studies and coordinate with the City to locate the vault
for the new tide -gate valve within the landscape area on the north end of
Washington Street. The site plan will show the odor vent mast, tide gate vault
and control pedestal, backf low valve, fire department connection, post indicator
valve and connections to the two catch basins. The vault shall be located so that
it does not impede pedestrian movements in Washington Street and Edgewater.
Structural calculations shall be performed and details prepared for the new
construction. A new electrical circuit for the tide gate shall be designed.
Task 3 Planning Coordination Meetings (Task 3 Request: $3,465)
At the request of the City, Nuvis attended seven coordination meetings to discuss
options for the landscaping, landmark tower, hardscape materials and pavement
pattern. A contingency of 18 hours for future meetings is included in this task.
Task 4 Hardscape, Landscape and Utility Design and Revision. (Task 4
Request: $38,303)
As requested by the City, Psomas shall perform the following new or revised
design tasks. Modify the curb line on Balboa Boulevard near Edison vault.
(Subtask request: $1,700)
a. Provide a wall detail and horizontal control for the seat wall between the Pier
Plaza and Peninsula Park. (Subtask request: $1,253)
b. Prepare details to modify an existing french drain in the Pier Parking Lot
based on information provided by the City. (Subtask request: $950)
c. Prepare full improvements for the alley (plan and profile) linking Bay Avenue
and Balboa Blvd between Washington St and Main St. (Subtask request:
$3,482)
d. Redesign the proposed water line in Washington Street to eliminate
interference's between existing SCE facilities and proposed water
improvements. (Subtask request: $2,000)
e. Delete the proposed sanitary sewer replacement in Bay Avenue East from the
plans. (Subtask request: $701)
f. Prepare a salvage plan for the existing palm trees in the Balboa Pier Parking
Lot. (Subtask request: $1,200)
g. Shift the two parallel parking stall in front of the Pharmacy on Balboa Blvd.
(Subtask request: $1,897)
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h. Revise landscape and hardscape design to accommodate changed parking
on Balboa Blvd in front of pharmacy, driveway at Palm St, modified utility
locations at restroom, planter at north end of Washington St to accommodate
gas emission, relocate tree wells and planting areas between Adams and
Palm on Balboa Blvd. (Subtask request: $3,100)
i. Add trees to the Balboa Pier Parking Lot. The original design included
removal of all trees within the interior of the Pier Parking Lot. Based on
Council and community comments, trees will be installed within the parking lot
interior in a geometric pattern that will not interfere with the new parking
layout. The demolition and improvement plans, as well as the hardscape,
planting and irrigation designs shall be revised to accommodate the change.
(Subtask request: $3,336)
j. Reduce tree well sizes on Balboa Blvd. and adjust paving patterns and
hardscape plans to accommodate these changes. (Subtask request: $7,764)
k. Design decorative elements for the meandering wall and conical pilasters
along the Oceanfront boardwalk. Design to include footings and wall cap.
Also, at the direction of the City, revise Pier Plaza geometry and decorative
pilasters. (Subtask request: $3,375)
I. Provide concept to provide trellises and vines for the area on Washington
Street north of Bay Avenue. Provide a planting concept for the landscape
area at the north end of Washington Street in order to accommodate the odor
vent `mast'. (Subtask request: $2,000)
m. Modify the loop detector in Balboa Blvd. at Main Street due to changes in the
street geometry. (Subtask request: $1,650)
n. Redesign the intersection between Main Street and Bay Avenue to construct
Main Street north of Balboa Boulevard in Phase 2 rather than in Phase 3. The
existing design is based upon a different phasing sequence. Because the
finish elevations of the existing and proposed improvements are not identical
at the new match line, the design shall be modified and a transition detail
shall be created. (Subtask request: $1,200)
o. Revise Balboa Boulevard improvements between Alley 220 (East of Main
Street) and A Street to construct this section in Phase 2 rather than Phase 1.
The design of the project is somewhat dependent on how the project is
phased. The City has indicated that some elements of the project initially
planned in Phase 1 may be moved to later phases. This will require some
adjustment to the street details at the interface between phases, changes in
the traffic control plans, street light design and circuitry, and irrigation
drawings. (Subtask request: $2,695)
Task 5 Additional Field Survey (Task 5 Request: $1,550)
Additional survey is required beyond the right -of -way on Palm Street in order to
design a driveway and two alley access - points to ADA standards.
MA2NEW060300\Admin \Change order\010412 Amemdment 5 Exhibit A 0411011.doc
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Task 6 Optional Task: Change the Main Street Tree Wells (Task 6
Allocation: $20,000)
If requested, Psomas shall attend meetings to discuss the changing tree wells
from 3'x3' to 4'x6'. This change may include adjusting tree locations on Main
Street, revising the demolition plan, revising stationing, relocating street furniture,
relocating street lights, revising streetscape patterns, providing specifications for
tree grates, and revising the cost estimate. Prior to proceeding on this task,
Psomas will obtain written authorization from the City.
Task 7 Contingency (Task 7 Request: $10,000)
Because of the complexity of the project, it would be prudent to assume that the
City will want to make additional changes based on review by city staff and
community comments. Psomas suggests that a design contingency be included
with this change order. This contingency would not be used unless authorized by
the City.
Task 8 Project Planning and Coordination (Task 8 Request: $10,480)
The original Psomas budget for Project Management addressed the coordination
anticipated for the original scope of work. The design elements of the Balboa
Village evolved over the course of the project in response to discussions and
meetings by the Psomas team with City staff, the City Council, representatives of
various businesses in the village, and other City consultants.
Because the scope of the project changed as the improvement plans were being
developed, substantial coordination efforts and costs have resulted. Initiating
project changes involves researching design options, considering alternative
design concepts, discussing and evaluating design suggestions by city staff,
documenting the process, and distributing information to the city, consultants and
other interested parties. These preparation efforts are not covered within specific
design tasks.
Additional costs have also resulted from ascertaining the impact of the proposed
changes on the construction drawings and coordinating the added work with
Psomas' subconsultants, City staff and other City consultants.
In addition, there has been a significant effort by Psomas' Project Manager to
prepare change orders in response to the City's requests for additional items of
work. Psomas has developed cost estimates to provide additional requested
services. This task involves developing a conceptual design, making site visits,
calling sub - consultant or vendors for research, confirming assumptions and
design parameters with city staff, developing labor hours, reproduction costs and
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other costs, and listing assumptions. The City has implemented about half of
the options that they have requested Psomas to develop.
Finally, the project planning that is running concurrently with the design has
stretched out the design schedule which does impact the project budget by
adding meetings and coordination time.
This requested task budget would this period through the end of June
Task 9 Reproduction: (Task 9 Request: $2,000)
This task will provide a supplement to the reimbursables budget to accommodate
the extra plan sets and documents that have been produced to support the
ongoing design effort as well as the anticipated revisions to complete the
construction documents.
Total Fee Request for Amendment 5: $107,905
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