HomeMy WebLinkAbout15 - 05BA-048 - C-3558 - Coast Hwy Channelization & Median ImprovementsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 15
March 8, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Sean Crumby
949 - 644 -3311
scrumby@city.newport-beach.ca.us
SUBJECT: COAST HIGHWAY CHANNELIZATION AND MEDIAN IMPROVEMENTS
AWARD OF CONTRACT NO. 3558 AND APPROVAL OF AMENDMENT NO. 1
TO PROFESSIONAL SERVICES AGREEMENT WITH DMC ENGINEERING
RECOMMENDATIONS:
1. Determine that the project is exempt from environmental review pursuant to Section
15302 of the California Environmental Quality Act.
2. Approve the plans and specifications.
3. Increase revenue estimates in the Contributions Fund 250 by $25,000 from the
Corona del Mar Business Improvement District (BID) and appropriate this amount to
Account No. 7251- C5100698, adjusting their Fiscal Year 2004/05 contribution total to
$145,000.
4. Approve a Budget Amendment transferring $71,100 from Gas Tax Corona Del Mar
Pedestrian Improvements, Account No. 7181- C5100693, to Account No. 7181-
05100698, $117,500.00 from the Transportation and Circulation Fund Balance 260-
3605 to account 7261- C5100698, and $160,000 from the General Fund
Unappropriated Surplus Fund Balance, 010 -3605, to account 7013- C5100698.
5. Award Contract No. 3558 to All American Asphalt, Inc. for the Total Bid Price of
$806,326.00, and authorize the Mayor and the City Clerk to execute the contract.
6. Establish an amount of $63,967 (8 %) to cover the cost of unforeseen work.
7. Approve Amendment No. 1 to Professional Services Agreement with DMc Engineering
for Final Design services for $18,400.
Subject: Coast Highway Channelization and Street Improvements — Award of Contract No. 3558
March 8, 2005
Page: 2
DISCUSSION:
At 10:00 A.M. on February 23, 2005, the City Clerk opened and read the following bids for
this project:
BIDDER
Low All American Asphalt, Inc.
2 Los Angeles Engineering
3 Hillcrest Contracting, Inc.
4 Excel Paving Company
TOTAL BID AMOUNT
$855,899.00
$880,900.25 *
$950,655.90 *
$1,089,267.00
* Corrected Bid Amount
The contract documents specified that the selection of the low bidder would be based on the
total project cost including all additives as defined by Public Contract Code Section 20103.8(b).
The total low bid amount is 7.0 percent above the Engineer's Estimate of $800,000. The low
bidder, All American Asphalt, possesses a California State General "A" Contractors License as
required by the project specifications. A check of the Contractor's references indicates they
have satisfactorily completed similar projects for other municipalities and the City of Newport
Beach.
There are four additive bid items considered in the contract documents (listed on page 4).
After discussions with the Corona del Mar Business Improvement District (BID) Board and
due to funding restrictions, Staffs recommendation is to award the project including only
additive items Al and A2. Awarding the project with these two items brings the contract
amount down to $806,326.00. However, Staff will consider adding the remaining two additive
bid items near the conclusion of the project, if there are available funds remaining from the
construction contingency.
Per the Contract Specifications, the Contractor will have 90 consecutive working days to
complete the work.
PROJECT HISTORY
The BID has been working towards a Vision 2004 Improvement Plan since the late 1990's.
Since 2004 has passed, the name has been changed to the CDM Vision and it provides for
decorative hard and softscape improvements along East Coast Highway (PCH) between
MacArthur Boulevard and Seaward Road.
In Fiscal Year 2002/03, the City Council approved a project to install raised medians with
landscaping within Coast Highway. $300,000 was budgeted for this project and it was
designated as the first phase of the Vision Plan. The project was delayed at the request of
the BID as efforts were underway for the relinquishment of PCH. Caltrans design standards
(typically for freeway design) are more stringent than needed on Coast Highway and
prohibited construction of the CDM Vision Plan.
Subject: Coast Highway Channelization and Street Improvements —Award of Contract No. 3558
March 8, 2005
Page: 3
In Fiscal Year 2003/04, an additional $180,000 was added to the CIP's remaining funds of
$266,595 (a portion of the funds were used for bus shelters) bringing the available City funds
to $466,595. In Fiscal Year 2004/05, the City Council authorized a design contract with DMc
Engineering for a not -to- exceed fee of $49,200 and a budget a $120,000 contribution was
formalized from the BID bringing the total available funds to $517,395.
The design team worked with Caltrans staff on developing a concept that would meet their
standards. This task proved very difficult with months of discussion at the local Caltrans
offices. In the end, several design exceptions would need to be approved by the Caltrans
headquarters in Sacramento if local approval was to be granted.
On March 23, 2004, the City Council voted to accept the Coast Highway relinquishment
terms and design efforts for the project changed to meet City standards. The BID hired
Peridian International to develop a detailed design concept that the City's consultant team
would factor into the design. City staff worked with the consultant team and the BID to refine
the construction documents for the project. Changing design approaches and numerous
iterations with the BID and their consultant resulted in an additional $18,400 in DMc design
fees and $2,302 in miscellaneous costs, leaving $496,693 remaining for construction.
Several design options were developed through the fall and Staff presented these at the City
Council Study Session on December 14, 2004 to seek direction on how to proceed with the
project funding shortfall. Three possible alternatives were presented:
1. Proceed with the project and meet the existing budget parameters authorizing
staff to proceed with improving only some of the wider medians.
2. Authorize an additional $250,000 in funding necessary to install raised medians
and landscaping on all striped areas including the narrow medians.
3. Authorize an additional $485,000 in funding to re- landscape existing medians to
conform with the CDM BID Vision Plan to avoid future phases and future
construction impacts to the community.
Based upon Council discussion it appeared that most would support proceeding with the
Alternative 2 noted above or roughly a $750,000 total project, including contingency.
Subsequently the BID submitted a letter requesting three items from the third alternative be
included with the project and offered a funding scheme for Staff consideration. In addition to
the $120,000 contribution that was previously budgeted, the BID offered to contribute
$25,000 from the current year BID allocation and to pledge an additional $80,000 of BID
allocations from future years. The BID also recommended that the current balance from the
CdM Crosswalk Improvement Project, $71,100, be transferred into the median project, and
that a separate shared project between the BID and the City be proposed in the future
budget to construct a flashing light crosswalk at Coast Highway and Orchid.
Subject: Coast Highway Channelization and Street Improvements — Award of Contract No. 3558
March 8, 2005
Page: 4
After discussions with the BID, Mayor and City Manager, the project team proceeded with
preparing the plans to meet the conditions of Alternative 2 with the following additional BID
requested items:
• Additive Bid Item Al
• Additive Bid Item A2
• Additive Bid Item A3
Marguerite Avenue it
• Additive Bid Item A4
Install four (4) Date Palms at MacArthur Boulevard,
Landscaping and irrigation for median south of the Coast
Highway and Marguerite Avenue intersection,
Additional left -turn storage for northbound Coast Highway at
itersection, and
Design /build up- lighting at Marguerite Avenue (both sides).
After the bid opening, Staff and the BID met again to discuss the funding shortfall. The BID
offered additional funds by pledging FY 2007108 and 2008/09 allotments totaling $80,000
which brings the project funding to $872,595. In summary, the BID will be contributing
$145,000 plus a pledge of $160,000 of future allocations for a total of $305,000.
Proposed Funding Summary
Current Transportation & Circulation funding (remaining at bidding): $395,092
Fiscal Year 04/05 CIP - BID Contribution:
$120,000
Current year BID allocation:
$25,000
Budget Transfer from Crosswalk CIP (Gas Tax):
$71,100
Pledge BID Contribution (FY 06 through 07):
$80,000
Additional Transportation & Circulation funding:
$117,500
TOTAL = $808,692
Less additional design costs = -$18.400
TOTAL AVAILABLE FUNDS AT BIDDING = $790,292
Additional Pledged BID Contribution (FY08 through 09) $80,000
Total Funding = $870,292
Construction Summary
Construction Contract with additives Al & A2 $806,326
Construction Contingency (8 %) 63.967
Total = $870,292
Subject: Coast Highway Channelization and Street Improvements — Award of Contract No. 3558
March 8, 2005
Page: 5
Upon approval of the recommended Budget Amendment, sufficient funds are available in the
following accounts for the project:
Account Descriotion
Transportation & Circulation
Private Contributions (BID)
Gas Tax
General Fund Advance
Environmental Review:
Account Number
7261- C5100698
7251- C5100698
7181- C5100698
7013- C5100698
Total
Amount
$512,592.00
$145,000.00
$71,100.00
$160,000.00
$888,692.00
The project will be exempt from the California Environmental Quality Act (CEQA) pursuant to
Section 15302 of the CEQA Implementing Guidelines when the project is authorized by the
City Council. This exemption covers the maintenance and alteration of existing public
facilities with negligible expansion of the facilities in areas that are not environmentally
sensitive.
Prepared by:
Sean Crumby, P.E.
Associate Civil Engine r
Attachments: Project Location Map
Bid Summary
PSA Amendment #1
Budget Amendment
Submitted by:
/ Stephen G. Badum
Public Works Director
i
— DMc Engineering
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AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
WITH DMc ENGINEERING,
FOR THE IMPLEMENTATION OF COAST HIGHWAY CHANNELIZATION AND
MEDIAN LANDSCAPING
THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this 8th day of March, 2005, by and between the CITY OF NEWPORT BEACH, a
municipal corporation, (hereinafter referred to as "City ") and DMc ENGINEERING, a
corporation whose address is 18 Technology Drive, Suite 100, Irvine, California, 92618,
(hereinafter referred to as "Consultant'), is made with reference to the following:
RECITALS
A. On September 9, 2003, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "Agreement',
for surveying and engineering services for the construction of the Coast
Highway Channelization and Median Landscaping hereinafter referred to
as 'Project'. This Agreement is scheduled to expire on 31st day of
December. 2005.
B. City desires to enter into this Amendment No. 1 to reflect additional
services not included in the Agreement or prior Amendments.
C. City desires to compensate Consultant for additional professional services
needed for Project.
D. City and Consultant mutually desire to arnend Agreement, hereinafter
referred to as "Amendment No. 1 ", 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. 1.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 1 for all work performed in accordance
with this Amendment, including all reimburseable items and subconsultant
fees, shall not exceed Eighteen Thousand Four Hundred Dollars
($18,400.00).
3. 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. 1 on
the date first above written.
APPROVED AS TO FORM:
Robin Clauson,
City Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
Attachment: Exhibit A
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Mayor, Steven Bromberg
for the City of Newport Beach
DMc ENGINEERING:
0
Derek McGregor, P.E.
Principal
f: \users \pbw\shared \agreements \fy 04 -05 \Coast Highway Channelization amend.doc
JN 446
ADDENDUM NO. 1
ENGINEERING SERVICES
MEDIAN IMPROVEMENTS — CORONA DEL MAR
Below are the additional work items and associated fees included in this addendum:
A. ENGINEERING SERVICES FEE
1. Perform a Field Investigative Survey to accurately locate existing $1,000
striping that is critical to the median curb layout.
2. Expand the project limits to include additional median per the $1,420
September 1, 2004 meeting.
3. Per our January 14, 2005 conversation, expand plans and specification $4,400
to include SCE improvements.
4. Prepare additional alternate design concepts, to meet /address BID $1,420
request.
5. Attend three (3) additional meetings to address the above additional items. $ 460
6. Prepare two (2) sets of Civil and Landscape PS & E's to identify phased $4,000
construction to accommodate budget constraints.
7. Prepare striping and signage plan for both phases. $2,700
8. Revise the plans to include improvements associated with the $2,000
Central Plaza along with SCE improvements and traffic signal cabinet.
This includes meeting attendance.
TOTAL PROFESSIONAL FEE $18,400
This work item was not included in our original scope of work for the above project. Therefore,
we request your approval of an additional fee of $18,400.
All terms and conditions of our original agreement shall apply to this addendum. Please sign and
return the original to DMc Engineering.
ADDENDUM APPROVED BY:
lim
TITLE:
DATE:
City of Newport Beach
BUDGET AMENDMENT
2004 -05
EFFECT
X
X
MX
ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure AppropriationAND
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
250
SOURCE:
X
X
X
EXPLANATION:
NO, BA- 048
AMOUNT: 5373,600.00
�X Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To appropriate funds and transfer appropriations for the Coast Highway Channelization and Median improvement from
the following funding sources: $160,000 from General Fund reserves, $25,000 from additional BID contributions,
$71,100 from existing Gas Tax appropriations and $117,500 from Circulation and Transportation fund reserves.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010
3605
250
3605
260
3605
REVENUE ESTIMATES (3601)
Coast Hwy Channelization
Fund /Division
Account
250
5901
EXPENDITURE APPROPRIATIONS (3603)
General Fund, Fund Balance
Contributions Fund, Fund Balance
Circulation Transportation Fund Balance
Description
Private Contributions
Description
Division
Number
7251
Contributions Fund
Account
Number
C5100698
Coast Hwy Channelization
Division
Number
7181
Gas Tax Fund
Account
Number
C5100693
CdM PCH Pedestrian Improvements
Account
Number
C5100698
Coast Hwy Channelization
Division
Number
7013
General Fund Streets Projects
Account
Number
C5100698
Coast Hwy Channelization
Division
Number
7261
Circulation & Transportation
Account
Number
C5100698
Coast Hwy Channelization
Signed:
Financia Approval:
Administraive Services Director
Signed: `^`���.
/
Administrative App
val: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$160,000.00
$120,000.00
$117,500.00
$145,000.00
$71,100.00
$25,000.00
$71,100.00
$160,000.00
$117,500.00
3- —2-cam
Date
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