HomeMy WebLinkAbout07 - Concrete Street Pavement Reconstruction Project (18R21)Q SEW Pp�T
CITY OF
�m
z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
March 12, 2019
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: Patricia Kharazmi, Assistant Civil Engineer,
pkharazmi(a)_newportbeachca.gov
PHONE: 949-644-3344
TITLE: Approval of Amendment No. 1 to Professional Services Agreement
with PENCO Engineering, Inc., a Cannon Company, for the Concrete
Street Pavement Reconstruction Project (18R21)
ABSTRACT:
On July 10, 2018, City Council approved a Professional Services Agreement (Agreement)
with PENCO Engineering, Inc. to perform engineering design services for the Concrete
Street Pavement Reconstruction Project. During the design process, it was determined
that additional engineering design services are needed to address existing drainage
issues located adjacent to the project limits. These services include the design of a new
drainage system to convey storm water to the bay. Amendment No. 1 is needed to
complete these design services.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve Amendment No. 1 in the amount of $65,000 to the Professional Services
Agreement with PENCO Engineering, Inc., a Cannon Company, for additional
engineering design services for a new not -to -exceed total price of $215,700, and
authorize the Mayor and City Clerk to execute the Amendment.
FUNDING REQUIREMENTS:
The adopted budget includes sufficient funding for this work. The consultant's proposed
fee for Amendment No. 1 is $65,000. It will be expensed to the Capital Improvement
Program Budget Account No. 12101-980000-18R21. Additional funding will be required
to complete the construction phase. Staff will include the necessary construction funds in
the Fiscal Year 2019-2020 Capital Improvement Program.
7-1
Approval of Amendment No. 1 to Professional Services Agreement
with PENCO Engineering, Inc., a Cannon Company, for the
Concrete Street Pavement Reconstruction Project (18R21)
March 12, 2019
Page 2
DISCUSSION:
On July 10, 2018, the City entered into a Professional Services Agreement (PSA) with
PENCO Engineering, Inc., a Cannon Company, (PENCO) in the amount of $150,700,
which included $13,700 for contingency purposes, to perform engineering design services
for the Concrete Street Pavement Reconstruction project. The PSA scope of work
includes preparation of construction documents to remove and reconstruct concrete
pavement, construct a storm drain system on Anade Avenue, reconstruct deteriorated
concrete sidewalks, driveway approaches, curbs and gutters, and curb ramps, adjust
utility boxes to grade, and restripe the pavement.
During the design process, staff discovered that the existing drainage issues along East
Bay Avenue, Montero Avenue and Alvarado Place would need to be addressed in
addition to the work on Anade Avenue in order to complete the drainage system. To
improve the drainage condition along these streets, additional design efforts are required.
These efforts include an expanded hydrology and hydraulics study, identifying feasible
alternatives to mitigate street flooding, and preparing additional construction plans for the
selected best alternative. Additionally, the increased scope includes preparing landscape
and irrigation plans for the parkways along Alvarado Place and Montero Avenue to
maintain a consistent aesthetic appearance with the proposed parkway improvements on
Anade Avenue. To assist with community outreach for this project, renderings of the
proposed landscaped parkways will also be prepared. As a result, PENCO's scope of
work has increased. Staff reviewed the Proposal submitted by PENCO for these
additional services and found it acceptable and consistent with industry standards.
ENVIRONMENTAL REVIEW:
Engineering design services are not subject to the California Environmental Quality Act
("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or
reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the
activity is not a project as defined in Section 15378) of the CEQA Guidelines, California
Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in
physical change to the environment, directly or indirectly.
NOTICING:
This 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). The Notice Inviting Bids was
advertised in the City's official publication and in construction industry publications.
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Amendment No. 1
7-2
PACIFIC OCEAN
Attachment A
SCALE: NTS
NEWPORT CHANNEL
� L
BALBOA PENINSULA
CONCRETE STREET CITY OF NEWPORT BEACH
PAVEMENT RECONSTRUCTION
PUBLIC WORKS DEPARTMENT
LOCATION MAP C-7184-1 18R21 3/12/19
7-3
ATTACHMENT B
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH PENCO ENGINEERING, INC. FOR
ENGINEERING SERVICES FOR THE CONCRETE STREET PAVEMENT
RECONSTRUCTION PROJECT
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. One") is made and entered into as of this 12th day of March, 2019
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and PENCO ENGINEERING, INC., a
California corporation ("Consultant"), whose address is 16842 Von Karman Avenue, Suite
150, Irvine, California 92606, and is made with reference to the following:
RECITALS
A. On July 10, 2018, City and Consultant entered into a Professional Services
Agreement ("Agreement") for engineering services and construction documents for
the Concrete Street Pavement Reconstruction Project ("Project").
B. The parties desire to enter into this Amendment No. One to reflect additional
Services not included in the Agreement, and to increase the total compensation.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). Exhibit A to the Agreement, and Exhibit A to this Amendment No. One shall
collectively be known as "Exhibit A." The City may elect to delete certain Services within
the Scope of Services at its sole discretion.
2. COMPENSATION TO CONSULTANT
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -exceed
basis in accordance with the provisions of this Section and the Schedule of Billing Rates
attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Two Hundred Two
Thousand Dollars and 001100 ($202,000.00), without prior written authorization from
City. Additionally, the City has allocated a contingency amount of Thirteen Thousand
Seven Hundred Dollars and 001100 ($13,700.00) for unexpected costs, for a total not to
exceed amount of Two Hundred Fifteen Thousand Seven Hundred Dollars and
00/100 ($215,700.00). No portion of the contingency shall be expended without prior
written approval of City's Project Administrator. No billing rate changes shall be made
during the term of this Agreement without the prior written approval of City."
7-4
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed Sixty
Five Thousand Dollars and 001100 ($65,000.00).
3. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Penco Engineering, Inc. Page 2
7-5
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By: f By:
AarlArn
Harp *' z �t9 Diane B
Cityey Mayor
ATTEST:
Date:
Leilani I. Brown
City Clerk
Attachments
Dixon
CONSULTANT: Penco Engineering, Inc.,
a California corporation
Date:
By:
George Jurica
Chief Executive
Financial Officer
[END OF SIGNATURES]
Exhibit A — Scope of Services
Officer and Chief
Penco Engineering, Inc. Page 3
7-6
EXHIBIT A
SCOPE OF SERVICES
Penco Engineering, Inc. Page A-1
7-7
M.
Task Description Deliverables
AMENDMENT #1— ADDITIONAL LANDSCAPE & DRAINAGE DESIGN
H.1 PREPARE LANDSCAPE RENDERING FOR ANADE AVENUE
PENCO's subconsultant, David Volz Design (DVD), will prepare one (1) color rendered graphic
✓ Draft (PDF) and Final
board illustrating the proposed planting and landscape treatment along Anade Avenue only. The
(hard copy on mounted
graphic board will include, a plan -view, a street cross section and one (1) photo realistic graphic
board) Landscape
and identify proposed plant materials (i.e. proposed trees, shrubs and ground cover) for City staff
Rendering Graphic for
and the public's consideration. PENCO's primary role will be administrative, with DVD taking the
Anade Ave
lead on most aspects for this task. This scope of work includes addressing one (1) round of City's
comments on the landscape rendering graphic board.
H.2 I ATTEND 2 COMMUNITY MEETINGS
PENCO and subconsultant DVD will attend up to two (2) community meetings to present the
✓ Meeting minutes
graphic board and proposed concept landscape improvements along Anade Avenue to the
community. Additionally, we will provide assistance to the City to facilitate communications during
the community meeting, educate the community about the technical aspects of the project and
summarize community input during the Q&A portion of the meeting. Preparation of a PowerPoint
presentation is excluded from the scope of work.
H.3 I REVISED PRELIMINARY ENGINEERING AND DESIGN
Revised Hydrology and Hydraulic Studx: PENCO will revise the current hydrology and hydraulics
✓ Revised Draft
study report (which was originally prepared for the drainage improvements on Anade Avenue
Hydrology & Hydraulics
only) to evaluate the existing drainage conditions along Montero Avenue and Alvarado Place and
Study Report
provide recommendations to mitigate flooding issues in Montero Avenue and Alvarado Place. The
✓ Final Hydrology &
study report will be prepared in accordance with the City's and the Orange County Hydrology
Hydraulics Study
Manual and Local Drainage Manual. This scope includes a site visit to verify the tributary
Report
drainage areas for Montero Avenue and Alvarado Place.
Revised 50% Desi n of Street, Curb Flowline Profile and Storm Drain Improvements: PENCO will
identify feasible alternatives to mitigate street flooding by modifying the street and curb flowline
profiles of Montero Avenue and Alvarado Place. Options we will consider include an "accordion
fold" curb profile design or superelevating the street. Design constraints consist of 0.2% minimum
longitudinal grades and 4 -inch minimum curb face height. This revised design will be reflected on
the revised 50% plans and design cross sections. Additionally, this scope includes an additional
field review of Montero Avenue and Alvarado Place to verify design constraints due to the revised
street and drainage improvements.
H.4 I PREPARE LANDSCAPE RENDERING FOR MONTERO AVE AND ALVARADO PL
PENCO's subconsultant, David Volz Design (DVD), will prepare two (2) total color rendered
✓ Draft (PDF) and Final
graphic boards (1 for Montero Avenue and 1 for Alvarado Place) illustrating the proposed planting
(hard copy on mounted
and landscape treatment for each street. The graphic board will include, a plan -view, a street
board) Landscape
cross section and one (1) photo realistic graphic and identify proposed plant materials (i.e.
Rendering Graphic
proposed trees, shrubs and ground cover) for City staff and the public's consideration. This scope
(PDF copy) for Montero
of work includes addressing one (1) round of City's comments on the landscape rendering
Avenue & Alvarado
graphic board and participating/presenting the material to the public at the two (2) community
Place
meetings.
M.
H.5 I REVISED PS&E CONSTRUCTION DOCUMENTS
Revisions to the Plans consist of:
✓ Revised 50% Plans and
• Revise Typical Sections and Detail Sheets (Montero Avenue and Alvarado Place only)
Estimate Submittal
• Revise Street Improvement Plan and Profile Sheets (1 sheet for Montero Avenue and 1
Package (PDF and up
to 10 hard copies)
sheet for Alvarado Place) due to revisions to proposed street and curb flowline profiles
(as discussed herein Task 1)
✓ 90% & 100% Final
• Add Two (2) Storm Drain Improvement Plan and Profile Sheets (1 sheet for Montero
PS&E Submittal
Package (PDF and up
Avenue and 1 sheet for Alvarado Place, at 1"=20' scale horizontal and 1"=4' vertical)
to 10 hard copies}
• Revise Design Cross Sections for Montero Avenue and Aivarado Place only (as
✓ Approved, Signed
discussed herein Task 1)
reproducible plans on
• Revise Landscaping Irrigation & Planting Plans & Detail Sheets
Mylar, Bid PS&E
The Special Provisions and Cost Estimate (including quantity takeoffs) will also be updated to
✓ Written review
reflect the additional proposed street, drainage and landscaping improvements.
comments from QA/QC
reviews
FEES
PENCO proposes to provide the additional scope of services for the total "not to exceed" fee
presented below:
• Total Not to Exceed Fee with the additional scope of services (including $9,650 previously
approved by the City on 11/16/18 for Tasks 1 & 2) = $215,700
• Minus $150,700 Original Council -Approved Amount of the Professional Services Agreement
AMENDMENT #1 TOTAL FEE = $ 65,000
The amendment 41 fee above includes $5,000 in reimbursables (consisting of reproductions,
deliveries, travel, renderings and photos, mylars and mileage). All reimbursable costs shall be
billed at cost plus 15%.
7-9