The URL can be used to link to this page

Home My WebLink About04 - Santa Ana Heights Pavement Restoration NOCTO: FROM: PREPARED BY: PHONE: TITLE: ABSTRACT: CITY OF NEWPORT BEACH City Council Staff Report June 24, 2014 Agenda Item No. 4. HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director- (949) 644 -3330, dawebb @newportbeachca.gov Patrick Arciniega, Senior Civil Engineer 949 - 644 -3347 Santa Ana Heights Pavement Restoration Project - Notice of Completion and Acceptance of Contract No. 4707 (CAP11 -0022) On February 26, 2013, City Council awarded Contract No. 4707, Santa Ana Heights Pavement Restoration Project to All American Asphalt, for a total contract cost of $1,156,156 plus an $115,000 allowance for contingencies. The required work is now complete and staff requests City Council acceptance and close out of the contract. RECOMMENDATION: a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project; b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the Notice of Completion has been recorded in accordance with applicable portions of the Civil Code; and c) Release the Faithful Performance Bond one year after acceptance by the City Council. FUNDING REQUIREMENTS: Funds for the construction contract were expended from the following accounts: Account Description Santa Ana Pavement Restoration Slurry Seal Program IRWD Contribution Account Number 7459- C5100879 7013- C2001011 7251- C5100879 Total: Amount $ 1,323,189.81 $ 37,372.18 $ 115,724.64 $ 1,476,286.63 DISCUSSION: The City of Newport Beach annexed East Santa Ana Heights in July 2003. In concert with the County of Orange, Newport Beach began to manage and complete approved capital projects formed prior to annexation under the County of Orange's Redevelopment Agency (County RDA). One of these County RDA projects included undergrounding overhead utilities along Cypress, Mesa (and more), restoring the existing streets & improving the multi -use trail system along Cypress and Mesa. This County RDA project was broken down into two separate City construction projects. The first City project administered was to underground the overhead utility lines running along Mesa Drive and Cypress Street. This project served two purposes; the first was to remove the unsightly overhead lines and the high concentration of utilities that lined both sides of Cypress Street; the second was to improve pedestrian and equestrian access to the sidewalks and horse trail system as many of the existing utility poles were located directly in the path of the horse trail or sidewalks. At certain locations, the poles severely restricted the horse trail width. The City facilitated the formation of an Underground Utility District, provided construction inspection, and assisted with management of the project. Work began with the undergrounding of the overhead utilities in June 2009 and completed with the last conversions of the private property services in March of 2012. As a result of the utility undergrounding project, numerous street pavement trenches & patches, trail /sidewalk patches, as well as grading issues caused by the undergrounding trenching and pole removals needed to be addressed. The second City project, the Santa Ana Heights Street Rehabilitation project was designed to repave the area streets, re -grade and improve trails, repair and replace sidewalks, and address ADA access requirements resulting from the overhead utility undergrounding project. This street and trail /sidewalk rehabilitation project was advertised in the Fall of 2012, just ahead of the State mandated County RDA closure deadline for the County of Orange. A summary of the final cost is as follows: Overall Contract Cost/Time Summary The work necessary to complete this contract included construction of missing and damaged sidewalk, curb and gutter, curb access ramps, driveways, horse trail and railing, storm drain improvements, Cypress street end re- landscaping, sub - surface utility relocations, reconstructing portions of the street, cold milling and placement of an asphalt pavement overlay on Cypress Street, Mesa Drive and Orchard Drive. In addition, the following safety improvements were completed on Mesa Drive between Cypress Street and Mesa Birch Park; connecting a missing horse trail link on the south side of the street, connecting a missing % Due Awarded Final Cost Contingency to % Due to Contract at Allowance Actual Contract Change Directed Unforeseen Amount Completion Change Change $1,156,156.00 $1,476,286 10% or less +27.7% 14.1% 13.6% Allowed Contract Time 100 Actual Time Under ( -) or Over ( +) 0 (days) The work necessary to complete this contract included construction of missing and damaged sidewalk, curb and gutter, curb access ramps, driveways, horse trail and railing, storm drain improvements, Cypress street end re- landscaping, sub - surface utility relocations, reconstructing portions of the street, cold milling and placement of an asphalt pavement overlay on Cypress Street, Mesa Drive and Orchard Drive. In addition, the following safety improvements were completed on Mesa Drive between Cypress Street and Mesa Birch Park; connecting a missing horse trail link on the south side of the street, connecting a missing sidewalk link on the north side of the street to ensure ADA access, and completing the work needed to correct a sight distance issue with the street grade. This portion of the job along Mesa also required modifications to the drainage flow lines on both sides of the street, which impacted resident frontages resulting in an assortment of private grading, wall, driveway, and landscape modifications and replacements. The project originally included approximately $100,000 for restoring and repairing anticipated resident frontage improvements, however additional frontage work and contract change orders were necessitated as a result of varying site conditions; property owner negotiations over adequate replacement of, and connection to existing improvements; as well as several safety modifications to address concerns raised by the equestrian community during construction. Further large change orders were generated due to strict water line standards required by the Irvine Ranch Water District (IRWD). Over the course of constructing new curb and gutter within the project, it was necessary to relocate ten IRWD water meters. IRWD policy required a new water service lateral be installed from the main to the meter as part of these meter relocations. This cost was unforeseen in design and added substantially to the change order total. All IRWD related costs are reimbursable through a prior signed agreement between the City of Newport Beach and IRWD. The contract has now been completed to the satisfaction of the Public Works Department. A summary of the contract cost is as follows: Original bid amount: $1,156,156.00 % of actual cost Cost Reduction due to reduced bid $11,175.00 1.0% items constructed: Private Property interface related $119,133.00 10.3% change orders: City directed change orders: Flagship Rd., chain link fencing, SCE $52,869.00 4.6% utility Unforeseen change orders: IRWD, survey design, landscape irrigation, $159,303.00 13.8% utility relocation Total change orders: $320,130.00 27.7% Final contract cost: $1,476,286.00 The actual cost of bid items constructed was $11,175.00 less than the original bid amount due to slightly less asphalt tonnage used than originally estimated. The final contract cost was approximately 27.7% above the original bid amount with change orders totaling $320,130.00. IRWD's portion of extra work that is being reimbursed on this job totaled $115,724.64. Santa Ana Heights Pavement Rehabilitation project was awarded on February 26, 2013 however, the notice to proceed could not be issued until funding was secured from the County of Orange's RDA. Per the specifications for this job the contractor was required to delay construction until funding was in place. The City issued the notice to proceed on May 20, 2013, which allowed for a 60 -day construction schedule. The original completion date was hoped to be August 21, 2013. Due to scheduling and coordination issues associated with the necessary underground utility relocations, the project was delayed for approximately six months. During this time Southern California Edison, AT &T, Time Warner Cable, Southern California Gas, and IRWD water services were relocated or upgraded prior to restoration of the street, curb, gutter and sidewalk. Taking into account the delays associated with necessary utility relocations, the project began significant street construction in mid - December 2013. On April 28, 2014 the project was substantially complete. Due to the delays for these utility relocations, the contractor was allowed an additional 30 contract working days. A summary of the project schedule is as follows: Estimated Completion Date per 2013 Baseline Schedule 8/30/2013 Project Awarded for Construction 2/26/2013 Contract Completion Date with Approved Extensions 4/28/2014 Actual Substantial Construction Completion Date 4/28/2014 This project began over a decade ago thanks to the interest of several Santa Ana Heights residents, including Barbara Venezia. Later, as chairperson of the Santa Ana Heights Project Advisory Committee, Ms. Venezia and other members of the SAH PAC championed the project through several challenging hurdles - from methods of funding to the scope of the trail project to clean -up items at the end. City staff has appreciated the manner in which all of the former PAC members as well as staff from Supervisor John M.W. Moorlach's office (including Supervisor Moorlach himself, Mario Mainero, Ian Rudge, Bob Wilson and others) worked with us through the process, and wish to thank them for their patience with this very challenging project. ENVIRONMENTAL REVIEW: City Council found this project exempt from the California Environmental Quality Act ( "CEQA ") pursuant to Section 15301(c). This exemption covers the minor alteration of existing public facilities with negligible expansion of the faci I i ti es i n areas that are not envi ronmental I y sensi tive. 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 - Project Location Map ATTACHMENT A 1R p�IEN�� ,p�sTO V11VE l FT 02 PG 5 O�� F Q� opcyQ z �a N CITY OF NEWPORT BEACH Santa Ana Heights Pavement PUBLIC WORKS DEPARTMENT Restoration Project Location Map C -4707 1 06/24/2014