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CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
November 19, 2024
Agenda Item No. 9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Michael J. Sinacori, Assistant City Engineer - 949-644-3342 [email protected]
TITLE: Underground Utility Assessment District No. 113 — Notice of Completion for Contract No. 7979-1
ABSTRACT:
On June 8, 2021, the City Council awarded Contract No. 7979-1 for the Underground Utility Assessment District No. 113 project to Hot Line Construction, Inc. The project replaced existing overhead utilities with a new underground system. The work is now complete and staff requests City Council accept the work and close out the contract.
RECOMMENDATIONS:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project; and
b) Approve Budget Amendment No. 25-040 appropriating $150,000 in increased expenditures in Account No. 66302-941003 from the Assessment District 113 unappropriated fund balance.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded Contract
Final Total Contract
Total Contract
Percent Contract
Amount
Amount
Change Amount
Cost Change
$4,308,179.00
$4,827,865.04
$519,686.04
12.1%
Allowed Contract Time + Approved
160
Actual Time Used (Days)
160
Extensions (Days) _
The Underground Utility Assessment District No. 113 (AD 113) project is the fourth City of Newport Beach managed and constructed utility undergrounding project that undergrounded overhead power, telephone and cable facilities. AD 113, in the west Balboa Island area, is bounded by Collins Island, Agate Avenue, North Bay Front and South Bay Front (Attachment A).
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Underground Utility Assessment District No. 113 —
Notice of Completion for Contract No. 7979-1
November 19, 2024
The contract specifically provided for traffic control, water pollution control, trenching, dewatering, construction of vaults, vents, pull boxes, handholes and installing conduits.
Additionally, the contract included trench backfilling, pavement restoration, and replacement of concrete improvements such as sidewalks and curbs.
There were minimal issues during construction, but the project proved to be challenging due to utility companies' design changes, a supply chain related shortage of materials, an increase in the price of materials, water main breaks and water service leaks.
The contracted work has been completed to the satisfaction of the Public Works Department. A summary of the construction cost is as follows:
Original Bid Amount:
$
4,308,179.00
Actual Cost of Bid Items Constructed:
$
4,308,179.00
Total Change Orders:
$
519,686.04
Final Contract Cost:
$
4,827,865.04
The final total contract amount was $4,827,865.04, which was approximately
12.1 % higher than the original bid amount. This cost increase was due to the issues mentioned above, but primarily due to change order requests from City staff for additional concrete replacement, sewer main point repairs at various locations within AD 113, required water main relocation to accommodate the undergrounding in alley 414A, and overtime costs to expedite vault work near the Balboa Island Ferry on Agate Avenue.
A summary of the project schedule milestones is as follows:
Estimated Start of Construction per Annual Baseline Schedule August 2, 2021 Actual Start of Construction Per Notice to Proceed September 7,2021 Estimated Contract Completion Date per Annual Baseline Schedule February 25,2022 Actual Substantial Construction Completion Date April 22, 2022 The start of the construction was delayed to minimize traffic impacts associated with the summer peak season. Rain delays, water main breaks, water service leaks, and work related to utility companies' design changes located at the North Bay Front and Collins Avenue area delayed the closeout of this contract. The project was substantially completed to the satisfaction of the Public Works Department by April 22, 2022.
FISCAL IMPACT
The AD 113 project was included within the FY 2021-22 Capital Improvement Program (CIP) Budget. Funds for the
construction contract were expended
from
the following
accounts:
Account Description
Account Number
Amount
AD Construction
66302-941032
$
4,513,277.11
Water CIP Fund
70201932-980000-22W05
$
65,000.00
Wastewater CIP Fund
71101-980000-22503
$
150,000.00
Concrete Replacement
53601-980000-23R06
$
90,000.00
Grade Adjustment
70201-980000-23R09
$
9,587.93
Total: $ 4,827,865.04
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Underground Utility Assessment District No. 113 —
Notice of Completion for Contract No. 7979-1
November 19, 2024
The Budget Amendment appropriates remaining assessment district funds that represent interest earnings during the course of the project. These funds will be used on the current alley restoration project being completed under a separate contract.
ENVIRONMENTAL REVIEW:
On June 8, 2021, the City Council found this project exempt from the California Environmental Quality Act (CEQA) pursuant to Class 2 Section 15302 (d) (conversion of overhead electrical utility distribution lines where the surface is restored to the condition existing prior to the undergrounding) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no adverse 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).
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Budget Amendment
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ATTACHMENT A
UNDERGROUND UTILITY ASSESSMENT
DISTRICT NO. 113 (WEST BALBOA ISLAND)
LOCATION MAP
AENT DISTRICT AREA BOUNDARY
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-7979-1
11/19/24
ATTACHMENT B
City of Newport Beach
° s BUDGET AMENDMENT
c9«F� N� 2024-25 BA#: 25-040
Department: Public Works
ONETIME: ❑ Yes ❑ No
Requestor: Trevor Smouse
Approvals
❑ CITY MANAGER'S APPROVAL ONLY
Finance Director: Date 1 j S Z;}
0 COUNCIL APPROVAL REQUIRED City Clerk: Date
EXPLANATION FOR REQUEST:
To appropriate funds from the Assessment District 113 unappropriated fund balance for the completion of the AD 113 project ❑ from existing budget appropriations that managed and constructed utility undergrounding such as undergrounded overhead power, telephone, and cable ❑ from additional estimated revenues facilities.
❑� from unappropriated fund balance
REVENUES
Fund # Org Object Project Description Increase or (Decrease) $ Subtotal $
EXPENDITURES
Fund # Org Object Project Description Increase or (Decrease) $ 663 66302 941003 AD #113 - AD STREET REHABILITATION 150,000.00 Subtotal $ 150,000.00
FUND BALANCE
Fund # Object Description Increase or (Decrease) $
663 300000 ASSESSMENT DIST #113 - FUND BALANCE CONTROL (150,000.00) Subtotal $ (150,000.00)
Fund Balance Change Required
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