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Home My WebLink About04 - Santa Ana Heights Pavement Award C-4707�EWPORr = CITY OF NEWPORT BEACH City Council Staff Report Agenda Item No. 4 February 26, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department David A. Webb, Public Works Director 949- 644- 3311,dawebb @newportbeachca.gov PREPARED BY: Patrick Arciniega, P.E., Senior Civil Engineer 949 - 644 -3347, parciniega @newportbeachca.gov APPROVED:f TITLE: Santa Ana Heights Pavement Restoration - Award of Contract No. 4707 ABSTRACT: Staff received favorable construction bids for the Santa Ana Heights Pavement Restoration Improvements and is requesting City Council's approval to award the contract to All American Asphalt. RECOMMENDATIONS: 1. Approve the project drawings and specifications. 2. Award Contract No. 4707 to All American Asphalt, for the total bid amount of $1,156,156.00 and authorize the Mayor and City Clerk to execute the contract. 3. Establish a contingency of $115,000.00 (10 percent) to cover the cost of unforeseen work not included in the original contract. 4. Approve Budget Amendment No. 13BA- 032 appropriating $324,759.00 in County Redevelopment Agency funding to Santa Ana Heights Pavement Restoration CIP Account No. 7549- C5100879. FUNDING REQUIREMENTS: Upon approval of the proposed Budget Amendment, there will be sufficient funding for awarding the construction contract and for providing the necessary inspection and material testing services. This budget amendment appropriates the additional County Redevelopment funds to Underground Utility District 19 to complete the necessary street improvements. The following funds are planned to be expensed: Account Description Account Number Amount Santa Ana Heights 7459- C5100879 $ 1,361,156.00 Pavement Restoration Total: $ 1,361,156.00 Page 1 of 4 Santa Ana Heights Pavement Restoration - Award of Contract No. 4707 February 26, 2013 Page 2 Funding for this project will be provided per agreement from the County of Orange Redevelopment Agency for Santa Ana Heights as part of Underground Utility District 19. Per the terms of the funding agreement, staff has invoiced the County for the base bid amount of $1,068,068.00. Upon execution of the contract by Mayor and City Clerk, the County staff will authorize payment. Upon completion of the project, staff will invoice the County for the final construction and inspection /testing costs. Staff recommends awarding the construction contract to All American Asphalt, but will refrain from issuing the Notice to Proceed until funds have been received from the County. Proposed funding uses are as follows: Vendor All American Asphalt All American Asphalt Construction Inspection Geotechnical and Special Inspection Testing Services Various DISCUSSION: Purpose Construction Contract Construction Contingency Contract Inspector Geotechnical and Asphalt Pavement Testing Printing & Incidentals Total Amount $ 1,156,156.00 $ 115,000.00 $ 68,000.00 $ 21,000.00 $ 1,000.00 $ 1,361,136.00 The underground utility construction in Santa Ana Heights was completed during the summer of 2012, and the City wishes to move forward with restoration of the streets. This project will restore the street, sidewalk and trail surfaces to good condition. It will also bring the majority of Mesa Drive into general conformance with the Specific Plan for Santa Ana Heights including additional horse railing, uniform street width along Mesa Drive, and sidewalks for pedestrian access. In addition, this project will address the profile of Mesa Drive from Birch Street to Cypress Street to improve drivability. At 10:00 A.M. on December 18, 2012, the City Clerk opened and read the following bids for this project: AS -BID AMOUNT $1,068,068.00 $1,083,110.00 $1,097,060.00 $1,121,556.00 $1,144,045.00 $1,192,087.00 $1,239,400.00 $1,424,000.00 CORRECTED AMOUNT $1,137,059.00 $1,145,087.00 The low bid was determined according to the base bid items included in the plans and specifications. The contract with All American Asphalt includes the base bid amount of $1,068,068.00 along with additive bid items ($88,088.00) for a total amount of $1,156,156.00. The additive bid items include the relocation of private improvements on Mesa Drive necessary to property join the new street section. Several of the homes along Mesa Drive have existing non - standard improvements in the public right -of -way 2 of BIDDER Low All American Asphalt 2 PIMA Corp. 3 Horizons Const. Co. 4 PALP Inc. 5 R.J. Noble Co. 6 Hillcrest Contracting 7 Griffith Company 8 Hardy & Harper Inc. AS -BID AMOUNT $1,068,068.00 $1,083,110.00 $1,097,060.00 $1,121,556.00 $1,144,045.00 $1,192,087.00 $1,239,400.00 $1,424,000.00 CORRECTED AMOUNT $1,137,059.00 $1,145,087.00 The low bid was determined according to the base bid items included in the plans and specifications. The contract with All American Asphalt includes the base bid amount of $1,068,068.00 along with additive bid items ($88,088.00) for a total amount of $1,156,156.00. The additive bid items include the relocation of private improvements on Mesa Drive necessary to property join the new street section. Several of the homes along Mesa Drive have existing non - standard improvements in the public right -of -way 2 of i Q.� Santa Ana Heights Pavement Restoration - Award of Contract No. 4707 February 26, 2013 Page 3 (such as fences, pilasters, mailboxes, etc), which will be relocated to private property when the street is widened. This work will reclairn the public right -of -way and set aside the area for future sidewalk improvements to link the Cypress Street sidewalk with the existing sidewalk on the west end of Mesa Drive. The total bid amount of $1,156,156.00 is 5.9 percent under the Engineer's Estimate of $1,224,500.00. The low bidder, All American Asphalt, possesses a California State Contractors License Classification "A" as required by the project specifications. The contractor has completed similar projects for the City of Newport Beach and other public agencies. The work necessary to complete this contract consists of road reconstruction for a portion of Mesa Drive, including removal of existing private improvements and relocating to private property, grading and construction of new roadway, cold milling existing street surface and overlaying with new layer of asphalt, restoration of sidewalk and required ADA ramps, utility adjustments, removal and replacement of damaged cross gutters, installation of a new horse trail and railing and re- landscaping a street end right -of -way. Pursuant to the Contract Specifications the Contractor will have 60 consecutive working days to complete the work. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act ( "CEQA ") pursuant to Section 15301 class 1 of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it improvements to an existing street, sidewalks, gutters, bicycle and pedestrian trails and similar facilities (this includes road grading for the purpose of public safety). NOTICING: The Notice Inviting Bids for this project was advertised in the City's official publication and in construction industry publications. Thirty days prior to starting construction, a City prepared notice will be distributed by the contractor to residents within the project limits advising them of the pending work. Additionally, a second notice will be distributed to residents seven days before work is started adjacent to their property. Submitted by: Public Works Director Attachment: A. Location Map B. Budget Amendment 3 of SANTA ANA HEIGHTS PAVEMENT RESTORATION EXHIBIT CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT i of C -4707 I R- 6014 -S City of Newport Beach NO. BA- 13BA -032 BUDGETAMENDMENT 2012 -13 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Pq Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT: $32a,7s9.ao Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance PX No effect on Budgetary Fund Balance To increase revenue & expenditure appropriations due to a reimbursement agreement with the Orange County Redevelopment Agency for the Santa Ana Heights Pavement Restoration Project, which is intended to repair deteriorated pavement conditions as part of Underground Utility District 19, ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description Amount Debit Credit REVENUE ESTIMATES (3601) Fund /Division Account Description 459 4845 Misc SAH Projects - OC RDA $324,759.00 EXPENDITURE APPROPRIATIONS (3 603) Description Division Number 7459 Misc SAH Projects Account Number C5100879 SAH Utility Underground $324,759.00 Division Number Account Number Division Number Account Number Division Number Account Number " Automatic System Entry. Signed: ��v V Financial Approval: Financ ) Date Signed: f ✓�ti -2-I Lt7 i� Administra ive Approval: City Manager Date Signed: City Council Approval: City Clerk Date NO. BA. 19BA -032 AMOUNT: 6s2e7as.u7 1.9mee5e ir'- Cud[stary Filyd Sala. a Cacreaae In 5.dg- tar: Furl Rolaja3 Na G -, Dn %ld�ucu y Fund Bnlnnp,- Thie aanendmanr I3 r JUKS!ud u p-GVide rcr the. holln'MIIIg: T, ^. Ilr.,rla8P l*t j iue & cwaanditum approofidriclre dua niy R °cCre:oOltmnl Rg arc; krha ffial'Ra .Sna HSil;.ia Pecem_n; Restprntbc Froject •z liCl I is i nlDndGj 7n r'zpP': de' e:ara'ed pevB0luA wncdticns es per of l,LldclUl,ld L'Eli[y_Jj=plq 15. ACCOUNTING ENTRY; n VD 3FLCRY Fl NCS LAA'CE POIl hR I Rlyd Ccacri nion Cebf Cradit RE EWE F, wAlF3 j959?,' II- TrTry..ti lbicr Account J,- *mptlyn 455 DPW rlisn PAH P ofecls - OC RCA EXi °E >:�i7L'.Zti .4YrY ^':YRif.7i0h'.S (35:3J Elegrdptbn _ DILISion N -:rrbr _i5 Gi.GAH Pm WS Acrnan: N: vWb C61 CC 5.5 aAI I LTlity Nriargiyund Uiw °Ion Na lrbar Anrnont Numb, 7i:io✓ni N'umbar ^.xocnl Number Cbisign Numaer !cccar: NArrbp, Bigneti I 1� _..LA rrrl�/�Cfr[A Financial flap mial. Y- ❑iiy ':DUnal Appm,.1; City $511,%59 gg 53,;. i ?5S^: 0.r 9.d-! Oa-e 7 -�7 ice, E.'A r2 3 Gate City of Newport Beach BUDGET AMENDMENT 2092 -13 EFFECT ON BUDGETARY FUND BALANCE: Incr_ase ue,,, % Pxocr Applas Incaase F.XGCrc7lals rppm ?rip]Gns QkD rruiiJmr Fapmpna lions X SOURCE: trrrr, eAsdhly Wdgat app,.pnntOne H ,cm nd- Alollal a5ln .at.d rere�uF3 dnm uneppronllatcd f.mc balsrx FSPI ANATIn N• NO. BA. 19BA -032 AMOUNT: 6s2e7as.u7 1.9mee5e ir'- Cud[stary Filyd Sala. a Cacreaae In 5.dg- tar: Furl Rolaja3 Na G -, Dn %ld�ucu y Fund Bnlnnp,- Thie aanendmanr I3 r JUKS!ud u p-GVide rcr the. holln'MIIIg: T, ^. Ilr.,rla8P l*t j iue & cwaanditum approofidriclre dua niy R °cCre:oOltmnl Rg arc; krha ffial'Ra .Sna HSil;.ia Pecem_n; Restprntbc Froject •z liCl I is i nlDndGj 7n r'zpP': de' e:ara'ed pevB0luA wncdticns es per of l,LldclUl,ld L'Eli[y_Jj=plq 15. ACCOUNTING ENTRY; n VD 3FLCRY Fl NCS LAA'CE POIl hR I Rlyd Ccacri nion Cebf Cradit RE EWE F, wAlF3 j959?,' II- TrTry..ti lbicr Account J,- *mptlyn 455 DPW rlisn PAH P ofecls - OC RCA EXi °E >:�i7L'.Zti .4YrY ^':YRif.7i0h'.S (35:3J Elegrdptbn _ DILISion N -:rrbr _i5 Gi.GAH Pm WS Acrnan: N: vWb C61 CC 5.5 aAI I LTlity Nriargiyund Uiw °Ion Na lrbar Anrnont Numb, 7i:io✓ni N'umbar ^.xocnl Number Cbisign Numaer !cccar: NArrbp, Bigneti I 1� _..LA rrrl�/�Cfr[A Financial flap mial. Y- ❑iiy ':DUnal Appm,.1; City $511,%59 gg 53,;. i ?5S^: 0.r 9.d-! Oa-e 7 -�7 ice, E.'A r2 3 Gate