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Home My WebLink About07 - 2021-2022 Tidegate Improvement Project — Award of Contract No. 7999-1 (19D03)Q SEW Pp�T CITY OF z NEWPORT BEACH c�<,FORN'P City Council Staff Report July 12, 2022 Agenda Item No. 7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Tom Sandefur, Assistant City Engineer, tandefur@newportbeachca.gov PHONE: 949-644-3321 TITLE: 2021-2022 Tidegate Improvement Project — Award of Contract No. 7999-1 (19D03) Staff has received construction bids for the 2021-2022 Tidegate Improvement Project and requests the City Council's approval to award the construction contract to Tharsos Inc. of La Mesa, California. The project involves installing three new tidegates at locations prone to flooding: Lido Park Drive at Lafayette Avenue, E Street at Balboa Boulevard, and K Street at Bay Avenue. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302 (c) _Class 2 (Replacement or Reconstruction) of the CEQA Guidelines, because this project results in negligible or no expansion of existing capacity; b) Approve the project plans and specifications; c) Award Contract No. 7999-1 to Tharsos, Inc. for the total base bid price of $442,595.00, and authorize the Mayor and City Clerk to execute the associated construction contract; d) Establish and encumber a contingency of $66,400.00 (approximately 15 percent of the total bid) to cover the cost of unforeseen work not included in the original contract; and e) Approve Budget Amendment No. 23-006 appropriating $46,801.00 in increased expenditures in Account No. 10101-980000-19D03 from the Tidelands Capital Fund unappropriated fund balance. 7-1 2021-2022 Tidegate Improvement Project — Award of Contract No. 7999-1 (19D03) July 12, 2022 Page 2 DISCUSSION: The City of Newport Beach (City) operates and maintains a large number of drainage tidegates in various conditions throughout the City. During high tide events, the tidegates are closed to keep bay water from backing up through storm drains and inundating the streets and properties. The 2021-2022 Tidegate Improvement Project will address three known locations prone to flooding: Lido Park Drive at Lafayette Avenue, E Street at Balboa Boulevard, and K Street at Bay Avenue (Attachment A). There are no existing tidegates at these three locations; therefore, eight to 10 times per year, high tide water comes out of adjacent catch basins and threatens nearby public and private property. On Lido Park Drive, City crews use inflatable plugs to keep the water out of the street. Staff monitors the location during tide events to prevent the water from entering the nearby underground parking facilities. The K Street outlet overflows the catch basin on Balboa Boulevard regularly and covers the entire street. This necessitates erecting barricades to warn cars traveling down the street that the area is flooded. The flooding presents a hazard to drivers. Similarly, E Street pushes water into the street end and alley making that area unusable. Additionally, these storm drain lines are constantly filled with seawater, making it very difficult for City crews to inspect and clean these storm drain systems. At 10 a.m. on June 7, 2022, the City Clerk opened and read the following bids for this project: Bidder Low Tharsos, Inc. 2nd GCI Construction, Inc. 3rd T.E. Roberts, Inc. Total Bid Amount $ 442,595.00 $ 462,756.00 $ 642,562.00 The low bid amount is approximately 61 percent higher than the Engineer's Estimate of $275,000. This higher than anticipated increase in construction costs is due to the current trend of uncertainty related to acquiring supplies and materials, inflation and fuel prices, and the high demand for qualified contractors. The low bidder, Tharsos, Inc., possesses a California state contractor's license classification "A" as required by the Special Provisions. The contractor is registered with the California Department of Industrial Relations as required by California law to work and bid on public contracts. A check of the contractor's references indicates satisfactory completion of similar projects for other local public agencies. Due to the potential for damage to public infrastructure, private property, and the traveling public, coupled with the fact that the flooding appears to be worsening over time as we experience higher tides that require an increased amount of Utility Department labor and resources to address, it is recommended to move forward with this project despite the higher than anticipated bids. 7-2 2021-2022 Tidegate Improvement Project — Award of Contract No. 7999-1 (19D03) July 12, 2022 Page 3 The work necessary for the completion of this contract consists of mobilization; providing traffic control; distributing construction notices to affected residents and businesses; furnishing and installing new tidegates, actuators, and controls; demolishing and replacing existing catch basins; removing and reconstructing sidewalk, concrete pavement and curb; and coordinating with Southern California Edison to install electric conduit and electric cabinets for proposed tidegate motors. Pursuant to the contract specifications, the contractor will have a procurement period for the materials of 150 calendar days. All construction work under the contract shall be completed in 30 consecutive calendar days after the procurement of the materials is complete. The project plans and specifications will be available for review at the July 12, 2022 City Council meeting or upon request. FISCAL IMPACT: Due to the higher bid cost of the estimated item, an additional $46,801 will need to be allocated toward the project. Upon approval of the proposed Budget Amendment (Attachment B), sufficient funding will be available from the Tidelands Capital Fund for the award of this contract. The following funds will be expended. Account Description Account Number Amount Tide Valve Replacement Program 10101-980000-19D03 $ 512,000 Total: $ Proposed expenditures are as follows: Vendor Purpose Tharsos, Inc. Construction Contract Tharsos, Inc. Construction Contingency Various Printing & Incidentals Total: 512,000 Amount 442,595 66,400 3,005 512,000 The Tidelands Capital Fund was created to allow for the sequestration of incremental increases from tidelands rent adjustments solely to finance critical in -harbor capital improvements, like sea wall repair, dredging, piers and important amenities. Staff recommends establishing $66,400 (approximately 15 percent of total bid) for contingency purposes and unforeseen conditions associated with construction. 7-3 2021-2022 Tidegate Improvement Project — Award of Contract No. 7999-1 (19D03) July 12, 2022 Page 4 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302(c) Class 2 (Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because the replacement or reconstruction of existing structures and facilities will have substantially the same purpose and capacity as the structure replaced and has no potential to have a significant effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Location Map Attachment B — Budget Amendment 7-4 ATTACHMENT A 17TI I5TH CITY OF COSTA MESA PROJECT LOCATIONS JOHN WAYNE AIRPORT VICINITY MAP NOT TO SCALE 2021-2022 TIDEGATE IMPROVEMENT PROJECT LOCATION MAP - D,p CITY OF IRVINE P� UNIVERSITY F�Fw CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-7999-1 1 07/12/22 7-5 ATTACHMENT B �,EwaoRr City of Newport Beach BUDGET AMENDMENT O9 .lFOFyP 2022-23 BA#: 23-006 Department: Public Works ONE TIME: Ekes Do Requestor: David Webb Approvals ❑ CITY MANAGER'S APPROVAL ONLY Finance Director: Date El COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: To increase expenditures for project 191D03 to install tidegates at three locations around the City Drom existing budget appropriations Drom additional estimated revenues [Drom unappropriated fund balance REVENUES Fund # Org Object Project Description Increase or (Decrease) $ Subtotal $ EXPENDITURES Fund # Org Object Project Description Increase or (Decrease) $ 101 10101 980000 19D03 TIDELANDS HARBOR CAP CIP - CIP EXPENDITURES FOR GL 46,801.00 Subtotal [$ 46,801.00 FUND BALANCE Fund # Object Description Increase or (Decrease) $ 101 300000 TIDELANDS HARBOR CAP FUND - FUND BALANCE CONTROL (46,801.00) Subtotal $ (46,801.00)'; Fund Balance Change Required 7-6