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CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
June 25, 2024
Agenda Item No. 4
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Peter Tauscher, Assistant City Engineer - 949-644-3316, [email protected]
TITLE: Streetlight Foundation Inspection and Replacement — Notice of Completion for Contract No. 9233-1 (23V02)
ABSTRACT:
On August 22, 2023, the City Council awarded Contract No. 9233-1, the Streetlight Foundation Inspection and Replacement project to Servitek Electric, Inc. of Walnut. The total contract award was $378,000 plus a $38,000 allowance for contingencies. The required work is now complete and staff requests the City Council accept the completed work and close out of the contract.
RECOMMENDATIONS:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project;
b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the Notice of Completion has been recorded in accordance with applicable portions of Civil Code; and
c) Release Faithful Performance Bond one year after acceptance by the City Council.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded Contract
Final Total Contract
Total Contract
Percent Contract
Amount
Amount
Change Amount
Cost Change
$378,000.00
$324,000.00
-$54,000.00
-14.3%
Allowed Contract Time + Approved
117
Actual Time Used (Days)
113
Extensions (Days) =
The Streetlight Foundation Inspection and Replacement project included removing street light grout caps and inspecting the foundation structure at 55 locations. At 26 of the locations, new foundations were installed and at the other 29 locations, plus six additional locations, just the grout caps were repaired. There were ultimately 61 streetlight locations inspected and repaired.
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Streetlight Foundation Inspection and Replacement — Notice of Completion of Contract No. 9233-1 (23V02)
June 25, 2024
A summary of the contract construction costs are as follows:
Original bid amount: $378,000
Actual Cost of Bid Items Constructed: $215,500
Total Change Orders: $108,500
Final contract cost: $324,000
There were two change orders totaling $108,500. Although this is significantly greater than the 10% requested during the project award, one of the change orders was to reduce the unit pricing for removing and replacing grout caps only from $6,500 to $3,000 per occurrence. Four grout caps were paid for at the contract price of $6,500, but then the City negotiated a lower price for the grout cap only work going forward. The revised unit pricing was used at 25 contracted streetlight locations, totaling $75,000. Additionally, six streetlight locations were added for an increase of $18,000. Also included in the first change order was unit pricing for installing City provided utility boxes at a cost of $400 per occurrence. The City directed the contractor to install 15 utility boxes totaling $6,000.
The second change order covered the unforeseen work of replacing underground utilities totaling $9,500 that was not included in the original scope of work. With the significant reduction in unit pricing, the final contract cost came in lower than the original bid amount, even with the additional work.
A summary of the project schedule milestones is as follows:
Estimated Completion Date per Baseline Schedule December 29, 2023 Actual Start of Construction Per Notice to Proceed October 30, 2023 Contract Completion Date with Approved Extensions April 19, 2024 Actual Substantial Construction Completion Date April 17, 2024 At the time of bidding there was not an accurate process for estimating the time that would be needed to complete the project. An estimate was provided in the contract documents, but after work started it became apparent more time would be needed. Consequently, 53 additional working days were granted to complete necessary work.
FISCAL IMPACT:
Funds for the construction contract were expensed from General and Neighborhood Enhancement funds in the following accounts:
Account Description
General Fund
Neighborhood
Neighborhood
Neighborhood
Enhancement
Enhancement
Enhancement
Account Number
01201927-980000-22V02
53601-980000-20V02
53601-980000-22V02
53601-980000-23V02
Total:
Amount
$ 130,500.00
$ 50,244.89
$ 34,817.96
$ 108,437.15
$ 324,000.00
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Streetlight Foundation Inspection and Replacement — Notice of Completion of Contract No. 9233-1 (23V02)
June 25, 2024
The General Fund is used to account for fiscal resources that are dedicated to government operations of the City and are not required to be accounted for in another fund.
The Neighborhood Enhancement Fund is used for projects that enhance neighborhood aesthetics and functionality and is funded via surplus general funds.
ENVIRONMENTAL REVIEW:
On August 22, 2023, the City Council found this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302(c) (replacement of existing utility facilities involving negligible expansion of capacity) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment.
NOTICING:
The 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).
ATTACHMENT:
Attachment A — Location Map
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Attachment A
LOCATION MAP
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STREETLIGHT FOUNDATION
City of Newport Beach
INSPECTION AND REPLACEMENT GIS Division
December 01, 2022
eetlight Foundation Inspection—d! June 25, 2024
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