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Home My WebLink About31 - C-3312 - Ocean Pier RehabilitationSeptember 25, 2001 CITY COUNCIL AGENDA ITEM NO. 31 TO: Mayor and Members of the City Council FROM: Public Works Department SUBJECT: OCEAN PIER REHABILITATION, CONTRACT NO. 3312 — AWARD OF CONTRACT RECOMMENDATIONS: 1. Award Contract No. 3312 to John S. Meek Company, Inc. for the Total Bid Price of $2,699,440, and authorize the Mayor and the City Clerk to execute the contract. 2. Establish an amount of $200,560 to cover the cost of testing and unforeseen work. 3. Authorize a Budget Amendment for the following: A) Appropriate Oil Spill Fund interest earnings in the amount of $324,000 to Account No. 7295- C5100565. B) Appropriate $200,000 from the unappropriated balance of the Water Enterprise Fund to Account No. 7501- C5100565. C) Appropriate $50,000 from the unappropriated balance of the Wastewater Enterprise Fund to Account No. 7501- C5100565 D) Transfer $249,000 from Ocean Front Walkway Project Account No. 7295 - 05100568 to Account No. 7295- C5100565. DISCUSSION: On July 11, 2000, the City Council approved a Professional Services Agreement with Noble Consultants, Inc., to prepare plans and specifications for rehabilitating the Newport and Balboa Piers. Staff from General Services, Utilities, Fire and Lifeguard Operations, and Public Works provided input into the project. Public Works Staff also met with the Assistant City Manager and representatives from the restaurants on each pier to establish the most favorable period for construction, especially the pier closure period. Furthermore, Staff has made every effort to foresee and mitigate coordination issues between the pier work and other construction projects that are scheduled to be under construction concurrent with the pier work. SCOPE OF WORK: The City's 60 -year old ocean piers are in need of their biennial repairs, plus a SUBJECT: OCEAN PIERS REHABILITATION, CONTRACT NO. 3312 —AWARD OF CONTRACT September 25, 2001 Page 2 complete rehabilitation to restore their original structural integrity and provide an additional service life of approximately 20 years. The base contract items include: • Removing and replacing pier gates and signs • Replacing 15 defective piles, various stringers, pile caps, hair pins, bolts, and cross bracing • Removing abandoned wiring and utility conduits • Reinstalling all communication, power, gas, water, and sewer conduits under the deck or within "pipe chases" in the deck to facilitate future access • Installing a 4 -inch fire main on Balboa Pier • Repairing the roof of the Lifeguard Workshop (under Newport Pier) • Rehabilitating the lifeguard boat access way (also under Newport pier) • Replacing the timber subdeck and the concrete deck on both piers • Replacing the pipe handrail on Balboa Pier with a wooden handrail • Replacing fishing benches and cutting boards on both piers • Installing signs prohibiting vehicles weighing more than 3 tons (6,000 pounds) from using the piers PROJECT SCHEDULE Upon execution of the contract documents, the contractor will order replacement timber members and piles. Certain items of construction could commence as soon as November 1, 2001. Construction will then continue for approximately 5 months, with deck and handrail replacement being performed during the latter stages of work. The final items of work will be to reinstall sinks, cutting boards, benches, gates, and signs. For safety, the piers must be closed to the public during deck and railing replacement. Each pier closure will be limited to a two -month period. In addition, because the new deck is thicker than the existing deck, one -inch "down" ramps must be built within each door into Ruby's Restaurant. The City will reimburse Ruby's for constructing their three ramps. No ramps are needed at Newport Seafood since the restaurant floor is elevated above the deck. Work at Balboa Pier will be performed concurrent with the Balboa Pier restroom reconstruction and Phase 1 of Balboa Village construction. The pier contractor will use a portion of the Balboa parking lot for staging pile replacement, but must vacate the area by April 1, 2002, for parking lot reconstruction under the Balboa Village contract. The pier restroom contractor will be using a portion of the A Street parking lot for his staging area (see attached Location Map). PROJECT COST: Noble's Engineer's Estimate provided for constructing the contract items listed above. At 11:00 A.M on September 12, 2001, the City Clerk opened and read the following bid for this project: SUBJECT: OCEAN PIERS REHABILITATION, CONTRACT NO. 3312 —AWARD OF CONTRACT September 25, 2001 Page 3 BIDDER TOTAL BID AMOUNT Low John S. Meek Company, Inc. $2,699,440 The low total bid amount is 26 percent above the Engineer's Estimate of $2,140,000. The low bidder, John S. Meek Company, Inc., possesses a General Engineering Contractor "A" license and has satisfactorily performed previous contract work for the City. Although there are relatively few qualified marine contractors on the West Coast, Staff believed that the project would draw several qualified bids. Staff contacted several potential marine contractor bidders and discovered that most of these specialty contractors were currently overloaded with existing projects. Several stated that they did not have the ability to take on additional work, especially a project with a tight timetable such as our project. The low bid of $2,699,440 was higher than anticipated. This cost is most likely predicated upon rehabilitating both piers within a five -month construction period along with the current market situation. Upon award of the construction contract, Staff may retain supplemental construction inspection services to assist City Staff in managing this project to ensure the project schedule. The design consultant, Noble, is already under contract to provide shop drawing reviews and plan clarifications to the construction manager. The project will also involve considerable involvement from Public Works, General Services, and Utilities Departments. CONSTRUCTION FUNDS: The project is being funded with proceeds from the City's $4,770,000 settlement of the 1990 American Trader oil spill (Oil Spill Fund). The City has allocated $2,077,000 (44 percent) of its portion of the settlement for pier rehabilitation. Additionally, interest earnings within the Oil Spill Fund are currently available in the amount of $324,000. Due to the need to reconstruct the existing utilities serving the pier restaurants and to repair /add fire suppression water mains to the project, funds in the amount of $200,000 from the Water enterprise Fund and $50,000 from the Wastewater Enterprise Fund should be appropriated to cover the additional costs. The City Council may elect to divert some of the proceeds allocated for other oil spill remediation projects into the pier allocation. It should be noted that approximately $200,000 of additional interest earnings is projected to be available by June 2002. Other projects include Corona del Mar Beach Improvements ($476,000), Ocean Front Walkway and Lighting ($449,000), Beach Access Walkways ($290,000), Lifeguard Communications Center Improvements ($500,000), and Marine Education Facility ($500,000). Staff recommends transferring $249,000 from the Ocean Front Walkway and Lighting project to this Ocean Pier Rehabilitation project. As additional interest earnings become available, the Ocean Front Walkway project can be the target for reappropriation. In addition, if savings are achieved in other Oil Spill projects, these funds can be reappropriated to the Ocean Front Walkway project. SUBJECT: OCEAN PIERS REHABILITATION, CONTRACT NO, 3312 —AWARD OF CONTRACT September 25, 2001 Page 4 Total estimated construction costs are: Base Bid $2,699,440 Contingency (7.5 percent) 200,560 Total Estimated Construction Cost $2,900,000 The following accounts are available for construction: Account Description Newport/Balboa Pier Rehabilitation Oil Spill Fund Interest Earnings Water Enterprise Fund Ocean Front Walkway Respectfully subnutte-d,- PUBLIC WORKS DEPARTMENT Stephen G. Badum, Director By: zr� ;: Lloyd Dalton, P.E. Design Engineer Attachment: Location Map Account Number 7295- C5100565 Fund Balance 7501- C5100565 7295- C5100568 Total Amount $ 2,077,000 $ 324,000 $ 250,000 $ 249,000 $ 2,900,000 0 ®® f N ;/ ao ;, QO ��m� ��' ; -= " " mod :;� (L w w �41 0 City of Newport Beach BUDGET AMENDMENT 2001 -02 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: X from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 008 AMOUNT: $az3,000.00 Increase in Budgetary Fund Balance AND X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditure appropriations to cover testing and unforeseen work related to the Ocean Pier Rehabilitation Contract No. 3312. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Description Fund Account Description 295 3605 Misc Restricted Revenue Fund Balance 500 3605 Water Fund Balance REVENUE ESTIMATES (3601) Number C5100565 Newport & Balboa Pier Rehabilitation $573,000.00 Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Amount Debit Credit $324,000.00 $250,000.00 Description Division Number 7295 Misc Restricted Revenue Account Number C5100568 Ocean Front Walkway $249,000.00 Division Number 7295 Misc Restricted Revenue Account Number C5100565 Newport & Balboa Pier Rehabilitation $573,000.00 Division Number 7501 Distribution & Piping Account Number C5100565 Newport & Balboa Pier Rehabilitation $250,000.00 Division Number Account Number Division Number Account Number ' Autom tfa System Entry. Signed: Financial proval: Administrative 5ervices Director Date Signed: . Administrative Appr al: City Manager ffate Signed: City Council Approval: City Clerk Date