August 25, 2026
Agenda Item No. 10
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:
Fiscal Year 2025-26 Citywide Facilities Painting Project – Notice of Completion for Contract No. 9861-1 (26F02) ABSTRACT:
On October 28, 2025, the City Council awarded Contract No. 9861-1 for the Fiscal Year 2025-26 Citywide Facilities Painting Project to D and T Painting. The project included exterior painting of the Civic Center, Central Library and Carroll Beek Community Center. The work is now completed at the Central Library and Carroll Beek Community Center. Disputed work at the Civic Center has been resolved through a settlement agreement. Staff requests City Council acceptance and closure of the contract.
RECOMMENDATIONS:
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) Accept the completed and settled work; and authorize the City Clerk to file a Notice of Completion for the project.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded Contract Amount
Final Total Contract Amount
Total Contract Change Amount
Percent Contract Cost Change
$246,950
$207,550
-$39,400
-16%
Allowed Contract Time + Approved Extensions/Suspensions (Days) = 127
Actual Time Used (Days)
81 The Fiscal Year 2025-26 Citywide Facilities Painting Project was included in the Facilities Maintenance Master Plan (FMMP) and included mock-ups; removal of cracked, peeled or nonadherent paint or stain; repairing and patching damaged exterior surfaces; cleaning, preparing and painting exterior surfaces; refinishing stone veneers, removing stone veneers and matching surface to existing exterior surfaces; and removing existing signs and installing new or refurbished signs at three locations located at the Civic Center, Central Library and Carroll Beek Community Center.
The contracted work at the Central Library and Carroll Beek Community Center has been completed to the satisfaction of the Public Works Department. The contracted work at the Civic Center has been settled. The east and west overhangs of the Civic Center’s exterior wood roof have been completed to the satisfaction of the Public Works Department. The middle sections of the exterior wood roof have not been completed to the satisfaction of the Public Works Department. The contractor insisted that the existing conditions of the wood overhangs would have required extraordinary measures to achieve the City of Newport Beach’s required finish. The City disagrees, but the matter has been settled without any party admitting liability to the other, and for the purpose of avoiding additional delay, expense and the uncertainty of litigating the matter.
A summary of the construction cost is as follows:
Original Bid Amount:
$
246,950
Actual Cost of Bid Items Constructed:
$
207,550
Total Change Orders:
$
0 Final Contract Cost:
$
207,550
The final total contract amount was $207,550, approximately 16% lower than the original bid amount. The cost decrease was primarily due to the settlement of the contract work at the Civic Center. The contractor completed approximately 85% of the contract work at the Civic Center. The cost savings will be used for a future project to refinish the portions of the roof left incomplete.
A summary of the project schedule milestones is as follows:
Estimated Start of Construction per Annual Baseline Schedule December 09, 2025
Actual Start of Construction Per Notice to Proceed
January 05, 2026
Estimated Completion Per Annual Baseline Schedule
January 16, 2026
Substantial Completion Date Inclusive of Extra Work
May 15, 2026
FISCAL IMPACT:
The Fiscal Year 2025-26 Citywide Facilities Painting Project was funded from the FY 2025-26 Capital Improvement Program budget. Funds for the construction contract were expended from the following account(s):
Account Description
Account Number
Amount
FMMP
57101-980000-21F02
$
2,000.00
FMMP
57101-980000-22F02
$
26,105.76
FMMP
57101-980000-24F02
$
79,519.24
FMMP
57101-980000-26F02
$
99,925.00
Total:
$
207,550.00
The Facilities Maintenance Master Plan includes a comprehensive condition assessment of all City of Newport Beach facilities and prioritizes capital repairs and/or major maintenance based on a variety of factors including current condition and age of facilities. This program funds a variety of capital repair and maintenance projects in an effort to keep City facilities in good condition. The FMMP is funded by the General Fund.
ENVIRONMENTAL REVIEW:
On October 28, 2025, City Council found this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15303(d), Class 1 (restoration or rehabilitation of deteriorated facilities involving negligible or no expansion of existing use) of the CEQA Guidelines, California Code of Regulations, Title 14, Division 6, Chapter 3, 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
Fiscal Year 2025-26 Citywide Facilities Painting Project – Notice of Completion for Contract No. 9861-1 (26F02) August 25, 2026
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