HomeMy WebLinkAbout13 - C-3612 & BA-082 - Mariners Village Landscape ImprovementsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 13
June 24, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Antony Brine, Principal Civil Engineer
949 -644 -3311
tbdne@city.newport-beach.ca.us
SUBJECT: MARINERS VILLAGE LANDSCAPE IMPROVEMENTS — AWARD OF
CONTRACT NO. 3612 — APPROVE AMENDMENT NO. 2 TO
PROFESSIONAL SERVICES AGREEMENT WITH METROPOINTE
ENGINEERS
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Affirm Categorical Exemption for the work.
3. Award Contract No. 3612 to Belaire -West Landscape, Inc. for the Total Bid Price
of $295,940, and authorize the Mayor and the City Clerk to execute the
contract.
4. Establish an amount of $29,594 to cover the cost of unforeseen work.
5. Approve Amendment No. 2 to the Professional Services Agreement with
MetroPointe Engineers for the Mariners Village Improvement Project at a
contract price of $7,530 and authorize the Mayor and the City Clerk to execute
the Amendment.
6. Approve a Budget Amendment of $55,064 from the unappropriated balance of
the General Fund to Account No. 7014- C2700500 to pay for additional design
and construction costs.
DISCUSSION:
At 11:00 A.M. on June 10, 2003, the City Clerk opened and read the following bid for
this project:
BIDDER TOTAL BID AMOUNT
Belaire -West Landscape, Inc. $295,940.00
Subject: Mariners Village Landscape Improvements — Award of Contract No. 3612 — Approve Amendment No. 2
to Professional Services Agreement with MetroPointe Engineers
June 24, 2003
Page: 2
Only one bid was received and it was 8% higher than the engineer's estimate. This
project provides for the installation of new landscaping and irrigation equipment along
the northerly sidewalk of Coast Highway from Riverside Avenue to approximately 600
feet south of Tustin Avenue. The landscaping improvements consist of twenty -two (22)
Washingtonia Robusta palm trees — 30 feet in height -- and low height shrubs. The
palm trees will be located in 5 -foot by 5 -foot planter areas with tree grates or shrub
plantings at the base of the trees. Work will also include the removal and replacement
of concrete sidewalk, and trenching of AC pavement in Coast Highway to install
irrigation crossovers. There is also minor traffic signal modification work involved in the
contract.
Staff considered a rejection of the bid, and a re -bid of the project. However, there are
some potential drawbacks to a re -bid which made us consider the option to accept the
submitted bid. When projects are re -bid, experience shows that bids often come in
higher the second time. Also, re- advertising and bidding the project in this case would
push back the construction schedule into the Christmas shopping season. Some of the
business owners in the Mariners Village had some strong concerns with the potential
impacts of construction continuing beyond November, with the Boat Parade and a new
retail business opening.
Staff also reviewed the submitted bid with General Services, who concurred that the bid
was reasonable given the complexity and size of the project. Staff called a number of
the contractors who picked up plans and specifications, but did not bid on the project, to
determine if they would bid if the project was re- advertised. The contractors stated that
they did not bid, and probably would not bid again for different reasons: the plans were
in metric, the amount of landscaping was small, many different types of work involved,
too busy, small profit.
The low bidder, Belaire -West Landscape, Inc., possesses a General Engineering "A"
contractor's license as required by the project specifications. Belaire -West Landscape
has significant experience in completing projects on Caltrans facilities. Given all of the
above factors, it was decided to accept the submitted bid.
Staff is requesting the appropriation of $55,064 from the unappropriated balance of the
General Fund to cover the additional construction costs included in the bid, and the
additional design costs included in Amendment No. 2 with MetroPointe Engineers.
During the completion of the final construction plans and specifications, the City and
Caltrans required additional revisions to the landscape construction documents.
MetroPointe Engineers performed the extra services required to complete the
documents for a total fee of $7,530. A copy of the scope of the additional services, and
the Amendment No. 2 are attached for your review.
Subject: Mariners Village Landscape Improvements — Award of Contract No. 3612 — Approve Amendment No. 2
to Professional Services Agreement with MetroPointe Engineers
June 24, 2003
Page: 3
Environmental Review:
A Categorical Exemption, Section 15303, Class 3, was filed with the County Clerk on
May 10, 2002 for this project.
Funding Availability
Upon approval of the recommended Budget Amendment there will be sufficient funds
available in the following account for the work:
Account Description Account Number Amount
General Fund 7014- C2700500 $333,064
Prepared by:
Lam=
Antony Brine, .E.
Principal Civil Engineer
Submitted by:
Attachments: Location Map
Amendment No. 2 with MetroPointe Engineers
Budget Amendment
Project Description
The Mariner's Village Public Improvements Plan proposes enhanced public improvements within the
existing public right of way of East Coast Highway, Riverside Avenue, Tustin Avenue and Avon Street.
Additionally, improvements are planned within the alley connecting Riverside and Tustin Avenues and
the municipal parking lot located east of Tustin Avenue. The proposed improvements are generally
described as follows:
Within the East Coast Highway right -of -way:
1. Washington Robusta (Mexican Fan) palm trees and Ligustrum (Privet) hedge planters will be
placed in regular intervals along the northerly sidewalk between Riverside and Tustin Avenues.
2. The existing landscaped median between Riverside and Tustin Avenues will be enhanced with
additional plantings.
3. Two existing painted medians (one east of Tustin Avenue and one west of Riverside Avenue)
will be landscaped.
Within the Riverside Avenue, Tustin Avenue, Avon Street and alley rights -of -way:
1. Street trees with tree grates and additional planter extensions will be placed within the existing
sidewalk areas.
2. Pedestrian -scale street lighting and street furniture will be added.
Within the existing municipal parking lot
1. Shade trees and shrub plantings will be added without reducing parking.
2. Pedestrian -scale lighting for enhanced security will be added.
. • • • ol 07M
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AMENDMENT NO. 2
TO
PROFESSIONAL SERVICES AGREEMENT
WITH METROPOINTE ENGINEERS
THIS AMENDMENT NO. 2 TO PROFESSIONAL SERVICES
AGREEMENT, entered into this day of , 2003, by and
between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter
referred to as "CITY ") and METROPOINTE ENGINEERS, whose address is 3151
Airway Avenue, Suite J -1, Costa Mesa, California, (hereinafter referred to as
"CONSULTANT'), is made with reference to the following:
RECITALS:
A. On January 22, 2002, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "AGREEMENT, for
Engineering Design services for the Mariners Village Improvement Project, hereinafter
referred to as "PROJECT.
B. KIRBY & COMPANY is listed in the AGREEMENT as a
Subconsultant providing their professional consulting services to METROPOINTE
ENGINEERS.
C. CITY and CONSULTANT have entered into one previous
AMENDMENT of the AGREEMENT.
D. CITY and CONSULTANT mutually desire to amend AGREEMENT,
hereinafter referred to as "AMENDMENT NO. 2,° as provided here below.
E. CITY desires to enter into this AMENDMENT NO. 2 to reflect
additional services not included in the AGREEMENT and to extend the term of the
AGREEMENT to December 31, 2003.
F. CITY desires to compensate CONSULTANT for additional
professional services needed for PROJECT.
NOW, THEREFORE, the parties hereto agree as follows:
1. CONSULTANT shall be compensated for services performed
pursuant to this AMENDMENT NO. 2 according to "Exhibit A" dated June 13, 2003,
attached hereto.
2. Total additional compensation to CONSULTANT for services
performed pursuant to this AMENDMENT NO. 2 shall not exceed Seven Thousand,
Five Hundred and Thirty Dollars ($7,530).
2003.
3. The term of the AGREEMENT shall be extended to December 31,
4. 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. 2 on the date first above written.
APPROVED AS TO FORM:
By: By:
City Attorney
ATTEST:
By:
LaVonne Harkless
City Clerk
CITY OF NEWPORT BEACH,
A municipal corporation
Mayor
City of Newport Beach
METROPOINTE ENGINEERS
f.Wsem\pbw\sharedl greements*01 -02Metnopointe- manners village - no. 2.doc
ietroPointe
r.
June 13, 2003
City of Newport Beach
Mr. Tony Brine
P.O. Box 1768
Newport Beach, CA 92558
Subject: Additional Budget Request— Amendment No. 2
Landscape Additional Scope of Services
Dear Tony;
MetroPointe Engineers is requesting a contract amendment for additional budget to perform
additional scope of services for landscaping as described in the attached letter, dated June 9,
2003 from Kirby & Company. The additional amount of this request is $7,530. We are also
requesting the amendment extend the contract period from it's present termination of
September 1, 2003 to December 31, 2003 to ensure the entire construction period is covered.
Please call me 9 you have questions or require additional information.
Sincerely,
Marie Marston, P.E.
Project Manager
EXHIBIT A
3151 Airway Avenue • Suite J -1 o Costa Mesa, CA 92626
Bus: (714) 438 -1095 • Fax: (714) 438 -1097
June 9, 2003
Ms. Marie Marston
MetroPointe Engineers, Inc. J J4 t 2003
3151 Airway Avenue, Suite J -1
Costa Mesa, California 92626
Regarding: Mariner's Village: Coast Highway Streetscape Revisions (MML002A)
Dear Marie:
Enclosed is the Addendum to Subconsultant Professional Services Agreement for
revisions on the above referenced project.
As requested, Kirby & Company prepared exhibits for presentation to the Mariner's
Mile Business Owners Association and attended an additional meeting on 8/12/02 to
discuss the impact of the CalTrans comments. This resulted in the decision to pursue a
variance from CalTrans regarding the line of sight'requirements along Coast- Highway.
Additionally, we attended another extra meeting on 7/23 /02 to review the potential
landscape easements with property owners.
The original agreement included three plan check revisions, which were performed in
July, August and November of 2002. During the plan check process in April 2003, the
City and CalTrans requested additional revisions to the landscape construction
documents.
Please call me at 949 /376 -1695 with any question you may have about the enclosed.
Thank you.
With regards,
Kirby & Company
Ci���
e Anne Kirby
Principal
Enclosures.
cc: Tony Brine, City of Newport Beach (with enclosures)
KIRBY & COMPANY
118 Camemy Heights Pho: 949- 376 -1695
Laguna Niguel, Califomia 92677 Fax: 949 - 240 -9986
ADDENDUM TO SUBCONSULTANT PROFESSIONAL SERVICES
Project Name: Mariner's Village: Coast Highway Streetscape Revisions
Kirby & Co. Project Number: MML002A
Date: June 9, 2003
This addendum by and between MetroPointe Engineers, Inc. (Consultant) and Kirby
& Company (Subconsultant) is for the Sub consultant to perform extra services on the
subject project.
SCOPE OF SERVICES
Task I. Landscape Exhibits & Revisions
Consultant will:
1. Identify areas for landscape easements to accommodate landscape
improvements on private property and attend extra meeting to review plan
with property owners. Provide easement locations to Consultant for reference
to prepare easement documents.
2. Visit the site to explore revised palm locations as requested by the City. Revise
irrigation documents to accommodate new palm locations.
3. Based on CalTrans plan check comments, prepare photographic exhibits and
plan overlay exhibits on the landscape documents for presentation to the
MMBOA. These plans were used to discuss the options and approach to be
taken with CalTrans on subsequent submittals and to request a variance for the
line of sight.
4. Prepare for and meet with the MMBOA one time in excess of original scope of
work.
Task II. Revisions to Landscape Construction Documents
Consultant will:
1. Revise irrigation and planting construction documents to delete palms at the
Coast Highway setback and the median per CalTrans plan check.
2. Coordinate with City staff on requested irrigation and landscape revisions.
3. Revise description of landscape estimate for bid purposes based on revisions
requested by CalTrans and the City to landscape and irrigation construction
documents.
Page 1
Project Number: MML002A
June 9, 2003
4. Per City request, visit site to review the existing Trachycarpus fortunei palms for
added scope. Add note to landscape construction documents to box and
relocate of the existing palms per City request.
5. Revise irrigation and electrical construction documents to respond to revision
in City criteria for irrigation documents.
6. Coordinate revisions with the project team.
REIMBURSABLE COSTS:
The following costs shall be reimbursed at cost and are not included in the Fee for
Professional Services:
A. Cost of copies of drawings, specifications, reports and cost estimates;
xerography and photographic reproduction of drawings and other documents
furnished or prepared in connection with the work of this contract.
Estimate $680.
Please refer to 'Compensation for Professional Services' for the estimate of
Reimbursable Costs.
COMPENSATION FOR PROFESSIONAL SERVICES
Services described above shall be provided based on a fixed fee basis as follows:
Task
Task I.
a.
b.
Task II.
a.
b.
Fee Total
Description
Fee /Phase
Landscape Exhibits & CalTrans Revisions
Landscape
$2,400
Irrigation
1,560
Revisions to Landscape Construction Documents
Landscape
1,400
Irrigation
1,490
Reimbursable Expenses
Total
$6,850
680
$7,530
Fees for Professional Services shall be billed monthly for progress payment based
upon percentage of work complete. Reimbursable Costs shall be billed with fee
invoices.
REVOCATION:
This proposal shall be considered revoked if acceptance is not received within 60 days
of the date hereof.
Page 2
City of Newport Beach
BUDGET AMENDMENT
2002 -03
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
NO. BA- 082
AMOUNT: F $55,064.00
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 follovAng:
To increase expenditures for the Mariners Village Landscape Improvements, C-3612.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITUREAPPROPRIATIONS (3603)
Description
General Fund Fund Balance
Description
Signed:
Signed:
Signed:
Administrative
City Council Approval: City Clerk
Services Director
Amount
Debit Credit
$55,064.00 .
Automatic
$55,064.00
a-14;-0,3
Date
DIlie
Date
Description
Division
Number
7014 Miscellaneous & Studies
Account
Number
C2700500 Economic Development - Mariners Mile
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed:
Administrative
City Council Approval: City Clerk
Services Director
Amount
Debit Credit
$55,064.00 .
Automatic
$55,064.00
a-14;-0,3
Date
DIlie
Date