HomeMy WebLinkAbout10 - C-3527 BA-005 - Balboa Village Improvements Phase 2August 27, 2002
• CITY COUNCIL AGENDA
ITEM NO. 10
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: BALBOA VILLAGE IMPROVEMENTS PHASE 2 - AWARD OF CONTRACT NO.
3527
RECOMMENDATIONS:
1. Approve the plans and specifications
2. Award Contract No. 3527 to Hillcrest Contracting, for the Total Bid Price of $2,840,899.97,
and authorize the Mayor and the City Clerk to execute the contract.
3. Approve a Budget Amendment appropriating $392,500 from CDBG 108 Loan Proceeds to
Balboa Village Phase II Account No. 7161- C5100543
4. Approve a Budget Amendment appropriating $68,000 from the Circulation and
Transportation Fund Balance to Account No. 7261- C5200703 entitled Balboa Village Phase
[I.
0 OVERVIEW
The proposed improvements for Balboa Village will be implemented in three phases. The
construction drawings and specifications were prepared by Psomas for all three phases and
were completed in May 2001.
Construction of Phase 1 was completed on May 30, 2002, and included the reconstruction of
Balboa Boulevard, the Pier Parking Lot, the Pier Plaza, and the connecting road from the 'A'
Street Parking Lot. The total cost of Phase 1 was approximately $4.5 million. The Balboa Pier
and Washington Street Restrooms were built as a separate contract in tandem with the Village
Phase 1 improvements and were funded with the proceeds of the American Trader Oil Spill
settlement.
For Phase 2, minor revisions were made to the drawings and specifications primarily to reflect
as -built information from the Phase 1 construction.
The Phase 2 project provides for the reconstruction of street pavement, sidewalks, landscaping,
street furniture, and street lighting on:
• Main Street (from the Pier Plaza to the Balboa Pavilion)
• Washington and Palm Streets (from Oceanfront to Balboa Boulevard)
• Oceanfront (from A Street to Adams Street)
Additionally, new streetlights will be installed on Edgewater, East Bay Avenue, and Washington
Street - north of Balboa Boulevard. A water main will be constructed in the alley behind the
theatre from Main Street to Palm Street.
SUBJECT: BALBOA VILLAGE IMPROVEMENTS PHASE 2 - AWARD OF CONTRACT NO. 3527
August 27, 2002
Page: 2
The Village Phase 2 Improvements will take place concurrently with several other projects in the •
Village area including:
1. Installation of a Southern California Edison vault in Main Street (October, 2002).
2. Expansion of the Balboa Inn (expected to start January, 2003).
3. Reconstruction of the sewer pump station on Balboa Boulevard at 'A' Street (starting
February, 2003).
CONTRACTOR BIDS FOR PHASE 2
At 2:00 P.M. on July 31, 2002, the City Clerk opened and read the following bids for this project:
*Corrected Bid Amount
The low total bid amount is fourteen percent above the Engineer's Estimate of $2.5 million. The
low bidder, Hillcrest Contracting, Inc., possesses a General Engineering Contractor "A" License
as required by the project specifications. Hillcrest Contracting has not performed work within
the City, however, references provided favorable reviews of Hillcrest Contracting's work on •
projects of similar size and scope. Many of Hillcrest Contracting's subcontractors (Shaw &
Sons, Orange County Striping, F.J. Johnson) have satisfactorily completed projects for the City.
PHASE 2 CONSTRUCTION
Construction of Phase 2 is anticipated to commence the week of September 23, 2002. A pre -
construction meeting will be scheduled as soon as the City approves the contract documents and
receives a project schedule from the Contractor.
Meetings with the Balboa Merchants and Owners Association and the Peninsula Point Association
are occurring on a regular basis to keep everyone updated on the proposed Phase 2
improvements. Engineers are also meeting with the business owners and the Post Office to
discuss business access and delivery options.
FUNDING
Funds in the amount of $2,355,000 are available within the FY2002103 CIP for this project. An
additional $392,500 is available for this project from the CDBG 108 Loan. Staff is recommending
appropriation of these additional CDBG loan proceeds to the Balboa Village project. Staff is also
requesting appropriation of $68,000 from the Circulation and Transportation fund balance to
accommodate the traffic signal and cabinet improvements at Main Street and Balboa Boulevard.
The revised construction funds available for the project are shown within in the following
accounts:
BIDDER
TOTAL BID AMOUNT
Low
Hillcrest Contracting
$2,840,899.97
2
Griffith Company
$2,877,142.80
3
PALP, Inc. dba Excel Paving
$3,126,336.65
4
LA Engineering
$3,133,229.40
5
GCI Construction
$3,185,728.40
6
Sequel Contractors
$3,188,933,40
*Corrected Bid Amount
The low total bid amount is fourteen percent above the Engineer's Estimate of $2.5 million. The
low bidder, Hillcrest Contracting, Inc., possesses a General Engineering Contractor "A" License
as required by the project specifications. Hillcrest Contracting has not performed work within
the City, however, references provided favorable reviews of Hillcrest Contracting's work on •
projects of similar size and scope. Many of Hillcrest Contracting's subcontractors (Shaw &
Sons, Orange County Striping, F.J. Johnson) have satisfactorily completed projects for the City.
PHASE 2 CONSTRUCTION
Construction of Phase 2 is anticipated to commence the week of September 23, 2002. A pre -
construction meeting will be scheduled as soon as the City approves the contract documents and
receives a project schedule from the Contractor.
Meetings with the Balboa Merchants and Owners Association and the Peninsula Point Association
are occurring on a regular basis to keep everyone updated on the proposed Phase 2
improvements. Engineers are also meeting with the business owners and the Post Office to
discuss business access and delivery options.
FUNDING
Funds in the amount of $2,355,000 are available within the FY2002103 CIP for this project. An
additional $392,500 is available for this project from the CDBG 108 Loan. Staff is recommending
appropriation of these additional CDBG loan proceeds to the Balboa Village project. Staff is also
requesting appropriation of $68,000 from the Circulation and Transportation fund balance to
accommodate the traffic signal and cabinet improvements at Main Street and Balboa Boulevard.
The revised construction funds available for the project are shown within in the following
accounts:
•
SUBJECT: 134LSOA VILLAGE IMPROVEMENTS PHASE 2 - AWARD OF CONTRACT NO. 3527
August27,2002
Page: 3
Account Description
Balboa Village Water Main Improvement
Balboa Village Plan Phase 2 (CDBG)
Balboa Village Plan Phase 2 (Neighborhood
Enhancement)
Balboa Village — (Circulation & Transportation)
Balboa Village Plan (General Fund)
Account Number
Amount
7501- C5500678
175,000
7161- C5100543
*2,386,000
7024- C5100543 188,500
7261- C5200703 68,000
7013- C5100543 25,000
Total 2,842,500
* Includes the proposed BA for $392,500 from CDBG 108 Loan
With the Phase 2 construction bid cost at $2,840,899.97 and available funds at $2,842,500, there
are no additional available funds for changes or unforeseen work (construction contingency),
construction management, and engineering support during construction. Upon contract award,
City staff will negotiate with the contractor to achieve cost reductions in order to fund
construction management services, engineering support services, and the various construction
contingencies as they arise. It is estimated that approximately $240,000 in reductions may be
required for construction management and engineering and up to an additional $230,000 (8%
contingency) for unforeseen work and changes. Staff is currently negotiating construction
management contracts and professional services agreements that will be submitted to City
Council for approval at the September 10, 2002 meeting.
. To achieve this cost reduction, it will be necessary to reduce the scope of the Phase 2 work.
Work scope reductions that may be considered by staff may include: the deletion or deferral of
streets or portions of streets (i.e. Defer Washington Street improvements, or a portion of Main
Street); the reduction of the limits of decorative paving (i.e. reduce the amount of decorative
paving on the multi -use Oceanfront trail); the deletion or deferral of decorative improvements
such as the serpentine wall along the Oceanfront trail and /or the use of alternative materials to
reduce costs. The items of work that are deleted from the project may be considered for
inclusion in a third phase improvement project, which was anticipated in the original concept but
unfunded, within a future CIP budget as approved by City Council.
Respectfully
RdBLl ORKS DEPARTMENT
S ep en G. Badu ,Director
By. (/
Robert Stein, .E.
Project Manager
Attachments: Project Location Map
Bid Summary
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City of Newport Beach
BUDGET AMENDMENT
2002 -03
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
�X Increase Expenditure Appropriations AND X
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following
NO. BA- 005
AMOUNT: $460,500.00
Increase in Budgetary Fund Balance 9
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations related to the Balboa Village Improvement Project, Phase 2, C -3527.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
160 3605
260 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Account
Division
Account
Division
Account
Division
Account
Division
Account
Signed:
Signed:
Signed:
Number
Number
Number
Number
Number
Number
Number
Number
Number
Number
Description
CDBG Fund Balance
Circulation & Transportation Fund Balance
Description
Description
7161 CDBG
C5100543 Balboa Village Plan
7261 Transportation & Circulation
C5200703 Balboa Village Phase 2
Financial Approval: Administrative Services Director
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$392,500.00
$68,000.00
- Automatic
9
$392,500.00
$68,000.00
r� V
Date
Date
Date