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NEWPORT BEACH
City Council Staff Report
COUNCIL STAFF REPORT
CITY OF
January 14, 2025
Agenda Item No. 11
ABSTRACT:
The City of Newport Beach received construction bids for the Police Department Parking Lot Maintenance project. Staff requests City Council approval to award the construction contract to Elegant Construction Inc ., of Irvine. This project will rehabilitate the existing employee parking lot and expand the front public parking area at the Police Department’s headquarters, located at 870 Santa Barbara Drive.
RECOMMENDATIONS:
a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because this project has no potential to have a significant effect on the environment;
b) Approve the project plans and specifications;
c) Award Contract No. 7901-1 to Elegant Construction Inc ., for the total bid price of $585,000 for the Police Department Parking Lot Maintenance , and authorize the Mayor and City Clerk to execute the contract; and
d) Establish a contingency of $88,000 (approximately 15% of total bid) to cover the cost of unforeseen work not included in the original contract.
DISCUSSION:
Maintenance and site modifications are needed at the Police Department facility, located at 870 Santa Barbara Dr ive, as part of the F iscal Year 2024-25 Facilities Maintenance Master Plan (FMMP) Program. Particularly, the Police Department has lacked adequate parking for employees and the public for many years, forcing some employees to park outside of the gated perimeter and on adjacent side streets, as well as requiring visitors to occasionally park across Santa Barbara Drive in the bank lot . The project includes slurry sealing the parking lot to keep it in good working condition, providing increased parking by restriping the lot, adding additional public parking to the front lot, and making additional upgrades to provide required Americans with Disabilities Act (ADA) access from the public sidewalk.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Tom Sandefur, Assistant City Engineer - 949-644-3321, [email protected]
TITLE: Police Department Parking Lot Maintenance – Award of Contract No. 7901-1 (25F02)
Police Department Parking Lot Maintenance Project –
Award of Contract No. 7901-1 (25F02)
Agenda Item No. 11
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On November 5, 2024, at 2 p.m., the City Clerk opened and read the following bids for this project:
BIDDER TOTAL BID AMOUNT
Low Elegant Construction Inc. $ 585,000
2nd Venture Construction & Management $ 699,500
3rd PaveWest Inc. $ 701,479
The City received three bids for this project . The apparent low bidder, Elegant Construction Inc., possesses a California State Contractor’s License Classification “ A”, as required by the project specifications. A review of the contractor’s references shows satisfactory completion of similar contracts for other public agencies including the City of Irvine, the City of Huntington Beach , and the South Orange County Community College District.
The apparent low bid received from Elegant Construction Inc. was approximately 46% over the engineer’s estimate of $400,000. This bid was identical to its previous bid that was rejected on October 8, 2024. Unlike in the first bidding effort, Elegant Construction Inc. now provided required documentation showing relevant experience. The low bid also came in higher than the engineer’s estimate due to higher than anticipated asphalt paving costs, which staff believes is likely associated with the smaller size o f the paving area.
Pursuant to the contract specifications, the contractor shall have 60 consecutive working days to complete the project. Work is scheduled to start in February 2025.
The project plans and specifications will be available for review at the January 14, 2025, City Council meeting or upon request.
FISCAL IMPACT:
The adopted Capital Improvement Program budget includes sufficient funding for the award of this contract. It will be expensed to the Facilities Maintenance Master Plan (General Funds) accounts in the Public Works Department, 57101-980000-25F02.
The following funds will be expended:
Account Description Account Number Amount
Facilities Maintenance Master Plan 57101-980000-25F02 $ 675,000
Proposed fund uses are as follows:
Vendor Purpose Amount
Elegant Construction Inc. Construction Contract $ 585,000 Elegant Construction Inc. Construction Contingency $ 88,000 Various Printing & Incidentals $ 2,000
Total: $ 675,000
Staff recommends establishing $88,000 (approximately 15% of total bid) for contingency purposes and unforeseen conditions associated with construction.
Police Department Parking Lot Maintenance Project –
Award of Contract No. 7901-1 (25F02)
Agenda Item No. 11
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ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the Califor nia Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it 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