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Home My WebLink About11 - Bonita Canyon Drive and Ford Road Pavement Rehabilitation — Award of C-7588-2 (19R22)Q �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report May 12, 2020 Agenda Item No. 11 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Andy Tran, Senior Civil Engineer, atran@newportbeachca.gov PHONE: 949-644-3315 TITLE: Bonita Canyon Drive and Ford Road Pavement Rehabilitation — Award of Contract No. 7588-2 (19R22) ABSTRACT: Staff has received construction bids for the Bonita Canyon Drive and Ford Road Pavement Rehabilitation project and requests City Council's approval to award the construction contract to R.J. Noble Company. This project will cold mill and overlay the existing asphalt pavement on Ford Road, from Jamboree Road to MacArthur Boulevard, and on Bonita Canyon Drive, from MacArthur Boulevard to State Route 73. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(b)(c), Class 1, (maintenance of existing public facilities involving negligible or no expansion of use), of the CEQA Guidelines, 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. 7588-2 to R.J. Noble Company, for the total bid price of $2,252,925.00, and authorize the Mayor and City Clerk to execute the contract; d) Establish a contingency of $225,000.00 (approximately 10 percent of total bid) to cover the cost of unforeseen work not included in the original contract; and e) Approve Budget Amendment No. 20-046 recognizing contributions and appropriating funds for the project. FUNDING REQUIREMENTS: Funding for the design phase of this project was appropriated in the Fiscal Year 2018-19 Capital Improvement Program (CIP) budget. City Council approved a Professional Services Agreement with TAIT & Associates on March 12, 2019 and staff began design efforts shortly thereafter. Construction documents were completed in February 2020, two months ahead of schedule. Bonita Canyon Drive and Ford Road Pavement Rehabilitation — Award of Contract No. 7588-2 (19R22) May 12, 2020 Page 2 Funding for the construction phase of this project was originally planned for the proposed Fiscal Year 2020-21 CIP budget. However, staff is requesting an early appropriation of the construction funds through the proposed budget amendment to take advantage of vehicular traffic volumes that have been significantly reduced due to the COVID-19 pandemic. Additionally, this project involves overlaying the existing roadway during night hours with rubberized asphalt concrete, which requires installation of paving material during warmer temperature. It is important to continue the City's pavement management program even during these challenging times. As roadway pavement ages, the amount of repair effort increases significantly. The pavement on Ford Road and Bonita Canyon Drive is at the point where grind and overlay improvements are necessary to maintain the roadway at peak performance. Delay in rehabilitation could require more extensive repairs, including complete removal and replacement of the roadway structural section, which is many times more costly. The industry standard measurement of pavement condition is the Pavement Condition Index (PCI). The City has dedicated resources keeping the overall citywide PCI above 80 per City Council direction, which allows Newport Beach's pavement to be in excellent condition in the most cost effective manner. The funding for this project comes from restricted funds, SB1, Gas Tax, Water Enterprise Fund and a contribution from IRWD. IRWD reimburses the City for the adjustments of their water valve boxes and sewer manholes on Bonita Canyon Drive, which needs to be completed as part of this contract. Upon approval of the proposed budget amendment, sufficient funding is available within the Bonita Canyon Drive Pavement project in the Capital Improvement Program budget for the award of this contract. The recommended Budget Amendment recognizes contribution funds of $51,500 from the Irvine Ranch Water District (IRWD) in Account No. 13501-431220-19R22; appropriates $51,500 in increased expenditures in Account 13501-980000-19R22; appropriates $1,500,000 in increased expenditures from the SB1 — RMRA unappropriated fund balance to Account No. 12601-980000-19R22; appropriates $894,650 in increased expenditures from the Gas Tax unappropriated fund balance to Account No. 12101-980000-19R22; and appropriates $21,450 in increased expenditures from the Water Enterprise unappropriated fund balance to Account No. 70101-980000-20R09 for the Bonita Canyon Drive Pavement project (19R22). The following funds will be expensed: Account Description SB1- RMRA Gas Tax Water Enterprise Contributions (IRWD) Account Number 12601-980000-19R22 12101-980000-19R22 70101-980000-20R09 13501-980000-19R22 Total: 11-2 Amount $ 1,500,000.00 $ 949,050.00 $ 21,450.00 $ 51,500.00 $ 2,522,000.00 11-2 Bonita Canyon Drive and Ford Road Pavement Rehabilitation — Award of Contract No. 7588-2 (19R22) May 12, 2020 Page 3 Proposed funds use are as follows: \/Pnr r)r R.J. Noble Company R.J. Noble Company GMU Geotechnical, Inc. Various Purpose Amount Construction Contract $ 2,252,925.00 Construction Contingency $ 225,000.00 Materials Testing $ 41,895.00 Printing & Incidentals $ 2,180.00 Total: $ 2,522,000.00 Staff recommends establishing $225,000.00 (approximately 10 percent of total bid) for contingency purposes and unforeseen conditions associated with construction. DISCUSSION: Construction documents for the Bonita Canyon Drive and Ford Road Pavement Rehabilitation project were completed in February 2020, two months ahead of schedule. The Fiscal Year 2018-19 CIP budget included funding for only the design phase of this project, with the construction phase budget originally planned for Fiscal Year 2020-21. Since vehicular traffic volume has been significantly reduced due to the COVID-19 pandemic, this is an ideal time to rehabilitate these busy arterials. In addition, this project involves overlaying the existing roadway during night hours with rubberized asphalt concrete, which requires installation of paving material during warmer temperature. For these two reasons, staff recommends advancing the construction schedule by two months to take advantage of the reduced traffic volume and warmer weather. This project is part of the state's CalRecycle Rubberized Grant Program. This program promotes the use of rubberized asphalt concrete made from recycled waste tires generated in California. The program aims to decrease the adverse environmental impacts created by disposing and stockpiling of waste tires. Through CalRecycle, the City will be reimbursed up to $7 per ton of rubberized asphalt concrete used on this project. Funding for the CalRecycle program, estimated to provide approximately $60,000, will be included in the proposed FY2020-21 CIP budget and will be allocated to this project during the course of construction. At 10 a.m. on March 31, 2020, the City Clerk opened and read the bids for this project: The City received four bids for this project. The low bidder, R.J. Noble Company, possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for R.J. Noble Company shows satisfactory completion of similar contracts for the City and other municipalities. 11-3 BIDDER TOTAL BID AMOUNT Low R.J. Noble Company $ 2,252,925.00 2nd All American Asphalt $ 2,269,207.00 3rd Hardy & Harper, Inc. $ 2,402,000.00 4th PALP, Inc. dba Excel Paving Company $ 2,534,555.00 The City received four bids for this project. The low bidder, R.J. Noble Company, possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for R.J. Noble Company shows satisfactory completion of similar contracts for the City and other municipalities. 11-3 Bonita Canyon Drive and Ford Road Pavement Rehabilitation — Award of Contract No. 7588-2 (19R22) May 12, 2020 Page 4 The low bid was 9.9 percent below the Engineer's Estimate of $2,500,000.00. The minor disparity between the bid price and the Engineer's Estimate is primarily due to the lower unit cost for cold milling the existing asphalt concrete pavement and for placing the asphalt concrete base layer. The proposed project includes cold milling and overlaying the existing asphalt street pavement on Ford Road, from Jamboree Road to MacArthur Boulevard, and on Bonita Canyon Drive, from MacArthur Boulevard to State Route 73, with new rubberized asphalt concrete pavement. Deteriorated sidewalks and curb access ramps will be reconstructed as part of this project as well. Additionally, impacted utilities structures will be adjusted to grade and new pavement striping will be installed. Pursuant to the Contract Specifications, the Contractor will have 60 consecutive working days to complete the work. Work is scheduled to start in June, after Memorial Day, and to complete at the end of August, before the start of the 2020-21 school session. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(b)(c), Class 1, (maintenance of existing public facilities involving negligible or no expansion of use), 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). ATTACHMENTS: Attachment A — Location Map Attachment B — Budget Amendment 11-4 Department: Public Works Requestor: David Webb City of Newport Beach BUDGET AMENDMENT ❑ CITY MANAGER'S APPROVAL ONLY 0 COUNCIL APPROVAL REQUIRED ONE TIME: O Yes ❑ No BA#: 20-046 Approvals ATTACHMENT B Prepared by: Walid Hardin Finance Director: lmlDate Lf- 3 a -aO Citv Clerk: Date EXPLANATION FOR REQUEST: To increase revenue estimates and expenditure appropriations for the award of Contract No. 7588-2 (191122) to ❑ from existing budget appropriations R. J. Noble Company for the Bonita Canyon Drive and Ford Road Pavement Rehabilitation. O from additional estimated revenues 121 from unappropriated fund balance REVENUES Fund # Org Object Project Description Increase or (Decrease) $ 1135 13501 4431220 19R22 Contributions Fund CIP - Irvine Ranch Water Dist r $51,500.00 I I — - ------------�..----- - - --------------- ------ - ----- -- Subtotal) $ -_ 51,500.00 j EXPENDITURES Fund # Or ______,Object _ Project _ 1135 !980000 Description _ _ Increase or (Decrease) $ )Contributions l 13501 119R22 Fund CIP - CIP Expenditures For GL - ----- $51,500.00 I __ 126 12601 !980000 _ 19R22 S61 Gas Tax Rmra CIP - CIP Expenditures For GL — $1,500,000.00 ;121_ 1' 2101 980000 19R22 1701 State Gas Tax CIP - CIP Expenditures For GL �$894, 0065 0 1 170101 980000 201109 Water Enterprise Fund CIP -CIP Expenditures For G $21,450.00 i I - I , I Subtotal $ 2,467,600.00 FUND BALANCE Fund #--Object __, Descri tion_ - Increase or(Decrease) $ --- - i126 1300000 iS61 Gas Tax Rmra Fund - Fund Balance Control ($1,500,000.00)1 121 300000S, tate Gas Tax Fund - Fund Balance Control -- — ($894,650.00)] 701 :300000 Water Enterprise Fund _Fund Balance Control($21 450.00); ` ..__ .. . ..._. r_- .._. .....1- ._....... i._.._.._._...._.. _..._. _._.. _.. .__......._..__.._..... I I __-_._._.......... ....... ._.... .._.._._...___. .__... �.. ._. ...... _._ ..___...._....._ .___.. .-...-.__._ Subtotal! $ (2,416,100_001! Fund Balance Change Required 11-6