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Home My WebLink About21 - Bayside Drive and Jamboree Road/Marine Avenue Improvements - Award of ContractTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report November 27, 2018 Agenda Item No. 21 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Patrick Arciniega, P.E., Senior Civil Engineer parciniega(o)_newportbeachca.gov PHONE: 949-644-3347 TITLE: Bayside Drive and Jamboree Road/Marine Avenue Improvements — Award of Contract No. 7224-1 (16R12) ABSTRACT: Staff has received acceptable construction bids for Bayside Drive and Jamboree Road/Marine Avenue Improvements. Staff requests City Council's approval to award the construction contract to GMC Engineering, Inc. of Tustin, California. RECOMMENDATION: a) Find this project exempt from 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 because it will not result in a physical change to the environment, directly or indirectly; b) Approve the project drawings and specifications; c) Award Contract No. 7224-1 to GMC Engineering, Inc. for the base bid price of $2,905,750.00 and Additive Bid Item No. 1 for $7,250 for a total contract cost of $2,913,000.00, and authorize the Mayor and City Clerk to execute the contract; d) Approve Budget Amendment No. 19BA-022 transferring $480,750.00 from Account No. 12101-980000-18R21 (Concrete Street Pavement Rehabilitation) to Account No. 12101-980000-16R12 (Bayside Drive Rehabilitation); recognize $33,000.00 in new revenue from Orange County Sanitation District (13501-431075-16R12) and appropriate $33,000.00 in expenditures to Account No. 13501-980000-16R12; and e) Establish $300,000.00 (approximately 10 percent) contingency amount to cover the cost of unforeseen work not included in the original contract. 21-1 Bayside Drive and Jamboree Road/Marine Avenue Improvements — Award of Contract No. 7224-1 November 27, 2018 Page 2 FUNDING REQUIREMENTS: This project includes some additional street work that requires a budget transfer from another existing street project. During the design development, staff determined it is more cost efficient and that community impacts are reduced to also include a future planned roadway pavement rehabilitation segment: Jamboree Road/Marine Avenue from East Coast Highway, thru Bayside Drive and over the Balboa Island Bridge to the North Bayfront Alley. This work was planned for next fiscal year, but now advanced and added into this project package. The proposed Budget Amendment transfers Gas Tax funding from the Concrete Street Pavement Reconstruction (Account No. 12101-980000-18R21) to Bayside Drive Rehabilitation (Account No. 12101-980000-16R12) to complete this priority project. The budgeted Concrete Street Pavement Reconstruction project is currently in design and scheduled to be awarded next fiscal year with construction to begin in Fall 2019. Staff plans to replace funding for that project in next year's CIP proposed budget once final design and cost estimates are completed. In addition, Orange County Sanitation District (OCSD) has manholes related to a trunk sewer line on Bayside Drive for which it is responsible for repairs and adjustments. The proposed Budget Amendment recognizes revenue and appropriates the necessary funds to complete OCSD's portion of work. Funding for this project is as follows: Account Description Account Number Amount General Fund 01201927-980000-16R12 $ 335,001.00 General Fund (Drainage) 01201926-980000-18D02 $ 80,000.00 Measure M Fair Share 12201-980000-16R12 $ 1,397,249.00 Gas Tax 12101-980000-16R12 $ 1,380,750.00 OCSD 13501-980000-16R12 $ 33,000.00 Water Fund 70201932-980000-19W05 $ 35,000.00 Wastewater Fund 71101-980000-18R09 $ 15,000.00 Total: $ 3,276,000.00 Proposed fund uses are as follows: Vendor Purpose Amount GMC Engineering, Inc. Construction Contract $ 2,913,000.00 GMC Engineering, Inc. Contingency $ 300,000.00 American Geotechnical, Inc. Geo Testing $ 60,000.00 Incidentals $ 3,000.00 Total: $ 3,276,000.00 21-2 Bayside Drive and Jamboree Road/Marine Avenue Improvements — Award of Contract No. 7224-1 November 27, 2018 Page 3 DISCUSSION: After extensive community outreach and discussion (including multiple meetings with adjacent Home Owners Associations, property owners and Balboa Island residents), Public Works staff presented several design alternatives for the Bayside Drive Improvement Project to City Council on May 9, 2017. The alternatives incorporated different levels of traffic calming, beautification, and multi -modal improvements. After the presentation and public comment, City Council directed staff to proceed with the design alternate to incorporate the pavement rehabilitation, traffic calming, beautification, and multi -modal improvements and still maintain a four -lane roadway. The proposed design maintains four travel lanes for the entire length of the Bayside Drive portion of the project and utilizes reduced lane widths, strategically placed raised medians, and landscaping as traffic calming measures. With the above -listed items, this concept will improve pedestrian and bicycle access, beautify the roadway and should provide a slight speed reduction with minimal impact to the flow of traffic. Also, the recommended speed radar signs included in the Council approved concept have already been installed and are currently operational. In addition to the roadway beautification, pedestrian and bicycle access and traffic calming, the other major components to this project is repaving Bayside Drive between Pacific Coast Highway and Jamboree Road with rubberized asphalt, as well as replacement of damaged concrete sidewalks, curbs gutters and storm drains, and the complete replacement of the existing traffic signal at the intersection of Bayside Drive and Jamboree Road/Marine Avenue. During the scoping and design of the project, staff determined it would be more cost efficient and reduce community impacts to also include two other portions of planned roadway pavement rehabilitation segments: Jamboree Road from East Coast Highway to Bayside Drive and Marine Avenue from Bayside Drive over Balboa Island Bridge to North Bayfront Alley. This work was being considered for next fiscal year but was advanced and added into the project package. Additionally, through recent video inspection, $80,000 of storm drain repairs have been identified on Bayside Drive and Marine Avenue and are included within this project. At 10 a.m. on November 13, 2018, the City Clerk opened and read the following electronic bids for this project: * non-responsive bid 21-3 BIDDER BASE BID TOTAL ADDITIVE TOTAL BID BID ITEMS AMOUNT Low GMC Engineering, Inc. $2,905,750.00 $107,250.00 $3,013,000.00 2nd All America Asphalt $3,019,730.84 $107,250.00 $3,126,980.84 3rd Sequel Contractors, Inc. $3,070,179.00 $118,000.00 $3,188,179.00 4th Excel $3,270,780.00 $107,250.00 $3,378,030.00 5th R.J. Noble Co. $3,413,171.00 $119,000.00 $3,532,171.00 6th United GLI* $3,683,709.00 $168,000.00 $3,851,709.00 7th YAKAR $3,743,852.00 $122,000.00 $3,865,852.00 8th EBS General Engineering $3,816,554.00 $125,000.00 $3,941,554.00 * non-responsive bid 21-3 Bayside Drive and Jamboree Road/Marine Avenue Improvements — Award of Contract No. 7224-1 November 27, 2018 Page 4 The low bid amount is 5.8 percent below the Engineer's Estimate of $3,200,000.00. The low bidder, GMC Engineering Inc., possesses a California State Contractors License Classification "A" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for the City of Newport Beach and other public agencies. As part of the bid package, staff requested costs for three additive bid items. The first additive item was for adding ten missing palm trees along the south side of Bayside Drive for a bid price of $7,250. Staff recommends including this additive bid item as part of this project construction contract award. The second additive item was a $50,000 allowance to add two monument signs on Bayside Drive at the request of Promontory Bay community. Staff is not recommending inclusion of this item due to unresolved design concerns and budgetary constraints. The third additive item was a $50,000 allowance for concrete sidewalk staining. This item is not recommended for inclusion in this contract as the identified sub -contractor has been non-responsive and staff now believes it would be more effective and cost efficient to possibly develop and bid out a separate concrete surface refinishing project at a later date. Pursuant to the Contract Specifications, the Contractor will have 90 consecutive working days to complete the work. Public notices and construction work is expected to begin in Late December and/or January with the approval of the construction contract. Construction completion is scheduled for May 2019. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from 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 - In the development of the concept and final design of this project, staff held and attended multiple meetings with adjacent Home Owners Associations, property owners and Balboa Island residents. 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). ATTACHMENTS: Attachment A — Location Map Attachment B — Budget Amendment 21-4 PROJECT LOCATION BAYSIDE DRIVE BAYSIDE DRIVE REHABILITATION PROJECT LOCATION MAP Attachment A LL � t CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-7224-1 1 11/27/18 21-5 ATTACHMENT B City of Newport Beach BUDGET AMENDMENT 2018-19 EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: X from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: NO. BA- 19BA-022 AMOUNT:j $498,500.00 This budget amendment is requested to provide for the following: To transfer expenditure appropriations from Concrete Street Pavement Rehabilitation to Bayside Dr Rehabilitation, and to recognize additional revenue from the Orange County Sanitation District to be used for Bayside Drive Rehabilitation. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object Description REVENUE ESTIMATES Org Increase in Budgetary Fund Balance AND Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance ONE-TIME? M Yes No This budget amendment is requested to provide for the following: To transfer expenditure appropriations from Concrete Street Pavement Rehabilitation to Bayside Dr Rehabilitation, and to recognize additional revenue from the Orange County Sanitation District to be used for Bayside Drive Rehabilitation. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object Description REVENUE ESTIMATES Org Object Project Description 13501 431075 16R12 Contribution - Bayside Dr Modification EXPENDITURE APPROPRIATIONS Or.q Object Project Description 13501 980000 16R12 Contribution - Bayside Dr Modification 12101 980000 18R21 Gas Tax - Concrete St Pavement 12101 980000 16R12 Gas Tax - Bayside Dr Modification Signed Signed racial City Council Approval: City Clerk Amount Debit Credit $33,000.00 $33,000.00 $465,500.00 $465,500.00 Automatic System Entry. Date Date 21-6