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Home My WebLink About06 - Back Bay Drive Roadway Maintenance Project — Award of Contract No. 6005 (CAP15-0041)CITY OF NEWPORT BEACH City Council Staff Report February 10, 2015 Agenda Item No. 6 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director- (949) 644 -3330, dawebb@newportbeachca.gov PREPARED BY: Brad Sommers, Senior Civil Engineer PHONE: (949) 644 -3326 TITLE: Back Bay Drive Roadway Maintenance Project — Award of Contract No. 6005 (CAP15 -0014) ABSTRACT: Staff has received construction bids for the Back Bay Drive Roadway Maintenance Project which involves resurfacing and restriping Back Bay Drive, and is now requesting City Council's approval to award the contract to Pavement Coatings Company. RECOMMENDATION: a) Approve the project plans and specifications; b) Award Contract No. 6005 to Pavement Coatings Company for the total bid price of $182,098.20, and authorize the Mayor and City Clerk to execute the contract; c) Establish a contingency of $18,002.00 (approximately 10 %) to cover the cost of unforeseen work not included in the original contract; and d) Approve Budget Amendment No. 15BA -032 transferring project savings from completed Bike Safety Reserve projects ($23,394.00 from Account No. 7014- C3002021 Eastbluff Drive /Ford Road Bike Lane and $3,551.00 from the Account No. 7014- C3002025 Bicycle Lane Signs) to Account No. 7014- C3002032; and appropriating $69,230.20 from the unappropriated Bike Safety Reserve Fund to Account No. 7014- C3002032 for a total Bike Safety Reserve funding of $96,175.20 for Back Bay Drive Roadway project. FUNDING REQUIREMENTS: At the January 22, 2013 meeting, City Council authorized the establishment of a Bicycle Safety Fund Reserve to set aside contributions from the community, matched by City funds on a 3:1 basis, for the purpose of funding bicycle improvements within the City. Prior uses of this reserve include production of the Bicycle Master Plan, installation of bike lanes on 32nd Street, and bike lane improvements along Eastbluff Drive and Ford Road. As the Back Bay Drive Roadway project includes improvements requested by the cycling community and listed in the City of Newport Beach Bicycle Master Plan, staff recommends 6 -1 use of the remaining Bicycle Safety Fund Reserve along with Slurry Seal program funding to complete this project. Upon approval of the proposed Budget Amendment, sufficient funding is available in the following accounts for the award of this contract: Account Description Back Bay Drive Roadway Project Slurry Seal Program Proposed uses are as follows: Vendor Pavement Coatings Company Pavement Coatings Company Various DISCUSSION: Account Number Amount 7014- C3002032 $ 96,175.20 7013- C2001011 $ 105.425.00 Total: $ 201,600.20 Purpose Amount Construction Contract $ 182,098.20 Construction Contingency $ 18,002.00 Printing & Incidentals $ 1.500.00 Total: $ 201,600.20 At 10:00 a.m. on January 28, 2015, the City Clerk opened and read the following bids for this project: BIDDER TOTAL BID AMOUNT Low Pavement Coatings Company $ 182,098.20 2 American Asphalt South, Inc. $ 193,690.20 3 All American Asphalt $ 232,240.00* *Bid as read: $232,232.00 The low bid amount is 16% lower than the Engineer's Estimate of $217,000. The disparity between the estimate and the actual bid prices reflects a continued favorable market for roadway construction. The low bidder, Pavement Coatings Company, possesses a California state contractor's license classification "A" and "C -32" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for other public agencies. The Back Bay Drive Roadway Maintenance Project will maintain and rejuvenate the roadway surface and implement a revised striping and signage layout from Shell Maker Road to Eastbluff Drive. The work necessary for the completion of this contract consists of applying a slurry coat over the existing asphalt surface and installing new striping and signage. Revision to the striping and signage layout of this section of Back Bay Drive is listed as a Tier 1 Project in the recently adopted Bicycle Master Plan. Considering this, the proposed layout will revise striping and signage on Back Bay Drive to provide better guidance to all users (pedestrians, cyclists and motorists), enhance the "trail' feel of the roadway, reduce sign pollution and calm traveler speeds. Upon completion of the project, all roadway users will continue to have the same access as they do currently (both northbound and southbound travel for pedestrians and cyclists and northbound travel for motorists). As shown in Attachment C, the proposed striping layout includes a five foot two -way pedestrian pathway on the bay side of the roadway, a five foot southbound bicycle lane and a nine foot northbound combined bicycle and vehicle lane on the inland side of the roadway. Due to the varying width of the existing roadway, the alignment detailed above is the "typical' alignment and the lane widths will vary where the roadway is wider or narrower. Plans showing the complete signage and striping layout can be viewed in the Public Works Department at the Civic Center. Although this project is not part of the current Capital Improvement Program budget, the project has been advanced using available bicycle funding and slurry program funding. To minimize the impact to Upper Newport Bay and to avoid the bird nesting season, all efforts will be made to complete the work before the start of the nesting season. Should the project need to be postponed, work will be delayed to the end of the nesting season (September 2015). M In addition to the low bid amount, staff recommends approving a contingency allowance of $18,002.00 (approximately 10 %) to cover the cost of unforeseen conditions. Public Works expects to begin construction immediately. The slurry and striping work will require 2 -3 weeks of daily closures of the bike trail to complete the work. The City and the contractor will post notices onsite and online in advance. Pursuant to the contract specifications, the Contractor will have 30 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 15302 (replacement of existing facilities involving negligible expansion of capacity) 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). ATTACHMENTS: Description Attachment A - Location Map Attachment B - Proposed Striping Layout Attachment C - Budget Amendment M ATTACHMENT A UPPER NEWPORT BAY cc - r -- A �0 - t 4 iii � 5J) jYIJ Back Bay Drive CITY OF NEWPORT BEACH Roadway Maintenance Project PUBLIC WORKS DEPARTMENT Shellmaker Road to Eastbluff Drive C -6005 1 02/10/2015 m. ATTACHMENT B 2 -WAY SOUTHBOUND NORTHBOUND SHOULDER SHOULDE PEDESTRIAN BIKE SHARED PATH LANE AIKF /VFHICI F BACK BAY ±2' 5' 5' - LANE - 9' 1 BROKEN STRIPE TO ALLOW PASSING BACK BAY DRIVE BLUFF PROPOSED "TYPICAL" STRIPING LAYOUT (DUE TO VARYING ROADWAY WIDTH LANE WIDTHS MAY VARY) ATTACHMENT B CITY OF NEWPORT BEACH BACK BAY DRIVE PUBLIC WORKS DEPARTMENT PROPOSED STRIPING LAYOUT 2/10/2015 SHELLMAKER ROAD TO EASTBLUFF DRIVE 6-5- ATTACHMENT C City of Newport Beach BUDGET AMENDMENT 2014 -15 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates NX Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: X from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To transfer expenditure aooroodations from completed Bike Safe ACCOUNTING ENTRY: NO. BA- 15BX032 AMOUNT: $s6,175.zo Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 010 3747 General Fund - Bike Safety Reserve $69,230.20 REVENUE ESTIMATES (360 1) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) lV vV v Signed: Signed: Signed: Finance Approval: City Manager City Council Approval: City Clerk Automatic a- y -1s Date Date Date 415,1 Description Division Number 7014 Misc. & Studies Account Number C3002021 Eastbluff Bike Lane $23,394.00 Division Number 7014 Misc. & Studies Account Number C3002025 Bicycle Lane Signs $3,551.00 Division Number 7014 Misc. & Studies Account Number C3002032 Back Bay Drive Rehabilitation $96,175.20 lV vV v Signed: Signed: Signed: Finance Approval: City Manager City Council Approval: City Clerk Automatic a- y -1s Date Date Date 415,1