HomeMy WebLinkAbout21 - Donna & John Crean Mariners Branch Library & Tennis CourtsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 21
January 11, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen G. Badum
949 -644 -3311
sbadum@city.newport-beach.ca.us
SUBJECT: DONNA AND JOHN CREAN MARINERS BRANCH LIBRARY AND
TENNIS COURTS - AWARD OF CONTRACT NO. 3496
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3496 to Howard S. Wright Construction Co. for the total bid
price of $5,490,000.00, and authorize the Mayor and the City Clerk to execute
the contract.
3. Establish an amount of $125,000.00 to cover the cost of unforeseen work.
4. Approve a Budget Amendment increasing revenue estimates by $155,043.00 in
the Mariners Library Fund to reflect transfers in from the Ackerman Fund and
Helen Russell Trust, appropriating $162,817.78 from the Mariners Library Fund
Balance, 450 -3605, to account 7451- C5100661, and appropriating
$1,312,938.32 from the General Fund Unappropriated Reserves, 010 -3605, to
account 7011- C5100661.
BACKGROUND:
On November 27, 2001, a proposal was presented to City Council regarding joint use of
a new library located at Mariner's Elementary School. The proposal detailed a new
Mariners Branch Library, which would be designed to serve both as the Mariners
Branch Library and the school library for the Mariners Elementary School of the
Newport-Mesa Unified School District (NMUSD), providing enhanced services for both
the community and the school.
Thirtieth Street Architects (TSA) was retained to prepare a concept plan and assist staff
in preparing a grant application to State Library Board for funding on December 11,
2001 for an amount not to exceed $104,000. On June 11, 2002, Council approved a
Cooperative Agreement for the joint use library project with NMUSD. The grant
application was submitted to the State on June 14, 2002 for $3.18 million and over $1
million in private contributions had been raised by the community to provide -35 %
Subject: Donna and John Crean Mariners Branch Library — Award of Contract No. 3496
January 11, 2005
Page: 2
matching funds. The City was officially notified on December 2, 2002 that the grant had
been approved by the State Library Board.
On January 14, 2003, City Council approved a proposal from TSA in the amount of
$472,867 for the final design and preparation of constructions plans, specifications, bid
documents, and construction assistance.
On January 28, 2003, City Council formed the Mariners Joint Use Library Steering
Committee to provide a forum for public participation and an outreach program that
would ensure coordination and representation from the various stakeholders within the
community.
Griffin Structures was retained by Council on March 11, 2003 to provide project
management for the library construction program including pre- construction review and
design coordination assistance at a cost not to exceed $195,000.
In September 2004, the State Library Board approved our plans and specifications and
authorized the City to proceed with construction contract bidding. The City elected to
utilize a pre - qualification process to ensure that experienced contractors with proven
track records and financial stability would be bidding on our project.
On November 9, 2004, Council rejected the one bid received for the Donna and John
Crean Mariners Branch Joint Use Library and Tennis Courts (Library), Contract No.
3496 and authorized staff to re- advertise the pre - qualification process to obtain qualified
bidders and re -bid the project.
DISCUSSION:
The recent pre - qualification process resulted in six qualified firms, and at 2:00 p.m. on
December 17, 2004, the City Clerk opened and read the following bids for this project:
BIDDER TOTAL BID AMOUNT
Low Howard S. Wright Construction Co. $5,490,000.00
2 GKK Works $5,756,267.00
3 Godbey Monroe, Inc. $5,791,916.00
4 Woodcliff Corporation $6,760,000.00
The low total bid amount is 14 percent above the engineers estimate of $4.8 million. The
low bidder, Howard S. Wright Construction Co., possesses a California State Contractors
License Classification B as required by the project specifications.
After receiving only two bids for the tennis court project with the lowest bid still 62 percent
over the engineers estimate, Council rejected bids on April 13, 2004 and combined the
two projects to provide for economies of scale. The breakdown of the total bid price is as
follows:
Donna and John Crean Mariners Joint Use Library $5,151,303.00
Mariners Park Tennis Court Replacement $338,697.00
Total Bid Price $5,490,00.00
Subject: Donna and John Crean Mariners Branch Library — Award of Contract No. 3496
January 11, 2005
Page: 3
The following funds have been identified for the project:
General Fund Contribution
$299,000
State Library Grant
$3,180,739
Fundraising Efforts
$1,106,378
Prop 12 Appropriation
$312,000
Miscellaneous Grant Funds
$97,472
Interest Earnings
$5,338
Total Funds
$5,000,927
To date, $853,908 has been expended or encumbered for future expenses for this
project. These expenditures include architectural and engineering costs, project
management, geotechnical work, reprographics, and application fees for the State
Architect. This leaves $4,147,019 in remaining funds for the construction of the project.
To award this project, an additional $1,467,981 is needed to fund the construction cost.
Together with FF &E (Furnishings, Fixtures, and Equipment) cost which is estimated at
$496,895, the total project deficit is $1,964,876. The total cost for the project including
preliminary engineering, grant application assistance, design, construction with
contingency, and estimated FF &E is projected to be $6,965,803.
Funds Available $5,000,927
Expended or Encumbered _ _ _ ___ ($853,908)
Remaining Funds $4,147,019
Construction Cost (Including Continqencv) $5,615,000
Construction Deficit
($1,467,981)
Estimated FF &E Costs
($496,895)
Total Project Deficit
($1,964,876)
The current balance of appropriated funds is $4,139,244. An additional $7,774.78 must
be appropriated to account for applied interest earnings and additional funds received in
the Mariners Library Fund. In addition, $60,000 from the Helen Russell Trust and
$95,043 from the Ackerman Trust will be transferred into the Mariners Library Fund to
help fund the project. It is recommended that the City utilize its General Fund reserve to
advance the $1,312,938 needed to award the construction project, but continue to
pursue other funding sources and contributions to reimburse the General Fund reserve
and /or fund the estimated FF &E costs. If funds are raised to fund FF &E costs, the
City's participation in this project will be approximately 25% of the overall construction
cost with grant funds at approximately 50 %, and private contributions at 25 %.
139
Mariners Library Fund Available Unappropriated Fundsy___ $7,775
_Helen Russell Trust Transfer
Ackerman Trust Transfer $95.043
1.31
Total Cost to Award (Does not include FF&E)
5,000
Over the last two years, the Steering Committee, City staff, Griffin Structures, and TSA
have been working together to complete plans for the library's construction and to get
approval from the State Library Board. Also during this time period, construction costs
Subject: Donna and John Crean Mariners Branch Library —Award of Contract No. 3496
January 11, 2005
Page: 4
rose significantly. Steel costs have increased by 30% and other construction materials
such as concrete, timber, and petroleum derived materials have risen over 15 to 20%
due to global demands for construction materials.
Upon award, Griffin Structures will meet with Howard S. Wright Construction and
explore additional cost reduction strategies. Mobilization is expected to begin by the 1St
of February, and per the Contract Specifications the Contractor will have 240
consecutive working days to complete the work. It is anticipated that the Library will be
open to the public in March of 2006.
Environmental Review:
Under the California Environmental Quality Act Implementing Guidelines (CEQA),
Planning Department Staff has determined a Notice of Exemption is appropriate for this
project. Staff has determined that it qualifies for a categorical exemption pursuant to
Section 15332 (Class 32, In -Fill Development Projects) of the CEQA Guidelines and
recommended Council approval of the Notice of Exemption. Council approved a Notice
of Exemption for this project on June 11, 2002.
Funding Availability:
Upon approval of the recommended Budget Amendment, sufficient funds for the project
will be available in the following accounts:
Account Description
Mariners Library
General Fund
Contributions
Prepared by:
J 1 te.
.4 dstratiManager
Attachments: Budget Amendment
Account Number
7451- C5100661
7011- C5100661
7251- C4120734
Total
Submitted by:
Amount
$4,002,741.82
$1,311,657.26
$300,600.92
$5,615,000.00
Mum
Director
City of Newport Beach
BUDGET AMENDMENT
2004 -05
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
X
NX from unappropriated fund balance
EXPLANATION:
NO. 05BA -036
AMOUNT: 51,475,756.10
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 from the General Fund, Ackerman Fund, Helen Russell Trust and Mariners Library Improvement
Fund for the additional anticipated costs needed to award the Mariners Library construction contract.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Amount
Fund Account
Description
Debit Credit
010 3605
General Fund - Fund Balance
$1,312,938.32 '
450 3605
Mariners Fund - Fund Balance
$7,774.78
850 3605
Mariners Fund - Fund Balance
$95,043.00
REVENUE ESTIMATES (3601)
Fund /Division Account Description
450 6000 Transfers In - Ackerman Fund $95,043.00
450 5901 Private Donations - Helen Russell Trust $60,000.00
EXPENDITURE APPROPRIATIONS (3603)
Description
Division Number 7011 General Fund - Facilities
Account Number C5100661 Mariners Library $1,312,938.32
Division Number 7451 Mariners Library Fund
Account Number C5100661 Mariners Library $162,817.78
Division Number 9850 Ackerman Trust
Account Number 9900 Transfer Out $95,043.00
Division Number
Account Number
Automatic System Entry.
Signed:
Fin'a/n�cii /al Approval: Administrat' Xervices Director Date
Signed: 4f - if / /J��
Administrative Approval City Manager Date
Signed:
City Council Approval: City Clerk Date