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Home My WebLink About13 - C-3094 - Buck Gully & Little Corona Beach Outlet Modification• April 12, 1999 CITY COUNCIL AGENDA ITEM NO. 13 TO: Mayor and Members of the City Council FROM: Public Works Department SUBJECT: BUCK GULLY /LITTLE CORONA BEACH OUTLET MODIFICATION, CONTRACT NO. 3094 - COMPLETION AND ACCEPTANCE RECOMMENDATIONS: 1. Accept the work. 2. Authorize the City Clerk to file a Notice of Completion. 3. Authorize the City Clerk to release the bonds 35 days after the Notice of Completion has been recorded in accordance with applicable portions of the Civil Code. . 4. Authorize a budget amendment to appropriate $165,800.62 from the General Fund Reserve to Tide and Submerged Land Fund Account No. 7231- C5100333. 5. Authorize a budget amendment to reduce the Contributions Fund Account No. 7251- C5100333 by $534,300. DISCUSSION: On August 24, 1998, the City Council authorized the award of Buck Gully /Little Corona Beach Outlet Modification contract to Gillespie Construction, Inc. of Costa Mesa, California. The contract provided for the reconstruction and repair work of damages at the Buck Gully outlet caused by the El Nino winter storms of 1997 -98. Work included the grading of the channel, reconstruction of the weir wall and supporting piers, placement of rip -rap for bank toe protection, replacement of a sewer pipe line, repair of concrete stairs and hand rails, construction of a new asphalt concrete roadway and other items of work. The contract has now been completed to the satisfaction of the Public Works Department. A summary of the contract cost is as follows: Original bid amount: $359,762.00 Actual amount of bid items constructed: 362,066.00 Total amount of change orders: 39,259.62 Final contract cost: $401,325.62 • The increase in the amount of actual bid items constructed over the original bid amount resulted from the need for additional soil importation and grading exceeding the bid SUBJECT: Buck Gully /Little Corona Beach Outlet Modification, Contract No. 3094 - Completion And Acceptance April 12, 1999 Page 2 item quantities. The final overall construction cost including change orders was 11.6% over the original bid amount. A total of five (5) change orders were issued to complete the project. They were as follows: 1. A change order in the amount of $21,445.44 provided for the reconstruction of a slope supporting the roadway near the Buck Gully sewer pump station. The slope failure was noticed after award of contract. 2. A change order in the amount of $13,091.39 provided for the lengthening of several piles supporting the weir wall into bedrock. 3. A change order in the amount of $4,363.64 provided for extending a 12 -inch exposed aluminum storm drain into the Buck Gully riverbed. 4. A change order in the amount of $1,159.15 provided for the placement of an asphalt berm adjacent to the roadway to prevent water run -off onto a slope. 5. A credit change order in the amount of ($800.00) provided for the reduction of 40 feet of sewer pipe replaced under a lump sum bid item. • The December 1997 storm washed out the Buck Gully bottom control structure. The February 1998 storm caused more damage in the mouth of Buck Gully. When meetings were held with the Federal Emergency Management Agency (FEMA/State Office of Emergency Services (OES) representatives after these storms, it was estimated that all of the Buck Gully repairs would be eligible for either FEMA or OES reimbursement. In the 1998 -99 CIP General Contributions Division, funds were budgeted in anticipation of receiving $750,000 in FEMA/OES reimbursements. The $750,000 estimate was based on a field site visit without the benefit of construction plans. Construction contracts have been awarded for $433,703. In the FEMA/OES review of the contracts, they have declared many items ineligible for reimbursement. For this contract, our actual reimbursement will be approximately $147,000 instead of the budgeted $365,000. A budget amendment is needed to reduce the Contribution Fund project account to the amount that will be received from FEMA/OES and to appropriate funds to cover the remaining contract amounts. The contract will be funded as follows: Account Name Account No. Amount Tide & Submerged Land Fund 7231- C5100333 $ 36,000.00 Contribution Fund 7251- C5100333 $147,325.00 Sewer Master Plan Improvement 7531- C5600292 $ 52,200.00 Unappropriated General Fund Reserve $165,800.62 Total $401,325.62 \WIS_t \SYS\ Users\ PBMShamd \COUNCILTY98'9Mpn1- 12\Buck Gully C-3094.dw • SUBJECT: Buck Gully /Little Corona Beach Outlet Modification, Contract No. 3094 - Completion And Acceptance April 12, 1999 Page 3 • The budget amendment is needed for the following actions: Reduce the Contributions Account No. 7251- C5100333 by $534,300. Appropriate $165,800.52 from the General Fund Reserve to Account No. 7231 - 05100333. The $534,300 reduction in the Contributions Fund account makes the adjustment needed to reflect the estimated reimbursement and $316,297.75 over estimate in project costs. When the final disbursements from FEMA/OES are made, more adjustments may need to be made. The scheduled completion date for the Buck Gully /Little Corona Beach Outlet Modification was November 13, 1998. Due to inclement weather and extra work, the project was extended to January 7, 1999. Resp lly submitted PUBLIC WORKS DEPARTMENT Don Webb, Director • By: Horst Hlawaty, P.E. Construction Engineer 11 \ \MIS 1\SVS \USerS1 BW\ShdreMCOVNCIL\FV98-99W.p6l . lZS.lk Wily C•3094AM City of Newport Beach NO. BA- 057 BUDGET AMENDMENT 1998 -99 AMOUNT: $218,000.52 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Budget Appropriations AND X Decrease in Budgetary Fund Balance X Transfer Budget Appropriations No effect on Budgetary Fund Balance X from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To reduce contributions to the actual amount expected from FEMA/OES and appropriate funds to cover the remaining contract amount. There was a prior budget amendment to Buck Gully /Little Corona Beach Outlet capital project in the amount of 543.250 in June 1998. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Tidelands 230 3605 Contributions 250 3605 REVENUE APPROPRIATIONS (3601) Fund /Division Accountt EXPENDITURE APPROPRIATIONS (3603) Description Fund Balance Control Fund Balance Control Description Signed: Signed: Amount Debit Credit $165,800.52 $534,298.27 $52,200.00 Aufomafic 534,298.27 $165,800.52 $52,200.00 �Date_ Date • Signed: City Council Approval: City Clerk Date Description Division Number 7251 Contribution Account Number C5100333 Buck Gully /Little Corona Beach Outlet Division Number 7531 Sewer Main Replacement Account Number C5600292 Sewer Main Master Plan Improvement Division Number 7231 Tidelands - Capital Account Number C5100333 Buck Gully /Little Corona Beach Outlet Division Number 7531 Sewer Main Replacement Account Number C5100333 Buck Gully /Little Corona Beach Outlet Division Number Account Number Signed: Signed: Amount Debit Credit $165,800.52 $534,298.27 $52,200.00 Aufomafic 534,298.27 $165,800.52 $52,200.00 �Date_ Date • Signed: City Council Approval: City Clerk Date