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Home My WebLink About14 - Annual Concrete Replacement Program — Award of Contract No. 7682-1 (20R06)Q �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report February 11, 2020 Agenda Item No. 14 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Ben Davis, Associate Civil Engineer, bdavis@newportbeachca.gov PHONE: 949-644-3317 TITLE: Annual Concrete Replacement Program — Award of Contract No. 7682-1 (20R06) to S&H Civilworks, Inc. ABSTRACT: On November 19, 2019, City Council awarded the annual Concrete Replacement Program to Western Construction Specialists, Inc. to replace deteriorated sidewalks, driveways, curbs and gutters in the Harbor View, Newport Ridge and Newport Coast neighborhoods. Since the time of this award, the contractor has informed staff that they are unable to meet the construction schedule as required by the contract documents due to other commitments. Western Construction Specialist offered to pay the City the difference between their bid and the next lowest responsible bid in lieu of forfeiture of their bidder's bond. A Settlement Agreement was recently executed to confirm this understanding by both parties and Western Construction Specialists, Inc. has paid the agreed upon settlement funds. Staff now requests City Council's approval to award the construction contract to the next lowest responsible bid, S&H Civilworks, Inc. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(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) Award Contract No. 7682-1 to S&H Civilworks, Inc. for the total bid price of $763,500.00, and authorize the Mayor and City Clerk to execute the contract; c) Establish a contingency of $39,000.00 (approximately five percent of total bid) to cover the cost of unforeseen work not included in the original contract; and d) Approve Budget Amendment No. 20-031 recognizing contribution funds of $22,200 from Western Construction Specialists, Inc. in Account No. 13501-511050-20R06 and appropriating $22,200 in increased expenditures for the Concrete Replacement Program (20R06) in Account No. 13501-980000-20R06. 14-1 Annual Concrete Replacement Program — Award of Contract No. 7682-1 (20R06) to S&H Civilworks, Inc. February 11, 2020 Page 2 FUNDING REQUIREMENTS: Upon approval of the proposed budget amendment, sufficient funding is available from the current project Capital Improvement Program budget for the award of this contract. The recommended Budget Amendment recognizes $22,200 in increased contributions revenue (Account No. 13501-511050-20R06) and appropriations (Account No. 13501- 980000-20R06) for the Concrete Replacement Program (20R06). The following funds will be expensed: Account Description Measure M Fair Share Neighborhood Enhancement Neighborhood Enhancement Contribution Proposed fund uses are as follows: Vendor S&H Civilworks S&H Civilworks Various Account Number Amount 12201-980000-20R06 $ 500,000.00 53601-980000-20R06 $ 158,246.00 53601-980000-20R11 $ 123,754.00 13501-980000-20R06 $ 22,200.00 Total: $ 804,200.00 Purpose Amount Construction Contract $ 763,500.00 Construction Contingency $ 39,000.00 Printing & Incidentals $ 1,700.00 Total: $ 804,200.00 Staff recommends establishing $39,000.00 (approximately five percent of total bid) for contingency purposes and unforeseen conditions associated with construction. DISCUSSION: On November 19, 2019, City Council awarded the Annual Concrete Replacement Program project to Western Construction Specialists, Inc. The awarded contract amount was $741,300.00. Approximately one month later the contractor informed staff that they were unable to meet the construction schedule as required by the contract documents due to other commitments. Western Construction Specialist, Inc offered to pay the City the difference between their bid and the next lowest responsible bid in lieu of forfeiture of the bidder's bond. The difference between the two bids is $22,200.00. To maintain the project schedule, staff agreed to this offer. A Settlement Agreement was subsequently executed by both parties and the City has now received a check in the amount of $22,200.00 from Western Construction Specialists, Inc. The Annual Concrete Replacement Program is a yearly project that precedes the Slurry Seal Program. Both of these programs are located in the same general areas. Each year, staff strategically administers the Concrete Replacement Program several months in advance of the Slurry Seal Program to assure that all pavement sawcuts and any pavement scars related to concrete improvements are covered by the upcoming slurry seal project. 14-2 Annual Concrete Replacement Program — Award of Contract No. 7682-1 (20R06) to S&H Civilworks, Inc. February 11, 2020 Page 3 Staff recommends awarding the Concrete Replacement Program to S&H Civilworks, Inc., who was the next lowest responsible bidder. S&H Civilworks possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for S&H Civilworks shows satisfactory completion of similar contracts for other municipalities. This contractor also successfully completed the City's Concrete Replacement Program in Fiscal Year 2016-17. Delaying the award of this contract would also likely delay the upcoming Slurry Seal Program planned to start in Spring. The total bid price was $763,500, which was 9.1 percent above the Engineer's Estimate of $700,000. The minor disparity between the bid price and the Engineer's Estimate is due to slightly higher unit prices for surveying services and traffic control. The proposed project includes replacement of deteriorated sidewalks, driveways, curbs and gutters, removal of trees, and restoring private improvements within the Harbor View, Newport Ridge and Newport Coast neighborhoods. Pursuant to the Contract Specifications, the Contractor will have 90 consecutive working days to complete the work. Work is scheduled to start in February 2020. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(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; �lei IEel 10Les 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 14-3 Q 0 17T 15TH CITY OF COSTA MESA ATTACHMENT A JOHN WAYNE AIRPORT PSP /C OCF-4/V PROJECT LOCATIONS - S� CITY OF IRVINE P� UNIVERSITY PNS HIL VICINITY MAP NOT TO SCALE CONCRETE REPLACEMENT PROGRAM LOCATION MAP PROJECT LOCATIONS SEW, 1 CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-7682-1 2/11/20 14-4 Department: Public Works City of Newport Beach BUDGET AMENDMENT 2019-20 BA#: 20-031 ATTACHMENT B ONE TIME: D'es EINo Requestor: Angela Crespi Approvals Prepared by: Amy Lewi ❑ CITY MANAGER'S APPROVAL ONLY Finance Director: Date 1 - a �! " AID El COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: To increase revenue estimates and expenditure appropriations to record contribution funds from Western ❑from existing budget appropriations Construction Specialists to be used towards the concrete replacement program. Drom additional estimated revenues ❑from unappropriated fund balance Fund # Org Object Project Description_ Increase or (Decrease) $ 135 13501 980000 20R06 Contributions Fund CIP - CIP Expenditures For: $22,200.00 Subtotal $22,200.00 Fund # Object Description Increase or (Decrease) $ Subtotal No Change In Fund Balance 14-5