HomeMy WebLinkAbout10 - Eastbluff Ford Bike Lane ImprovementCITY OF
,= NEWPORT BEACH
n` City Council Staff Report
August 12, 2014
Agenda Item No. 10.
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: Eastbluff Drive /Ford Road Bike Lane Improvement - Award of Contract No. 5498
(CAP13 -0030)
ABSTRACT:
To promote bicycle safety and responsible cycling within the city, Staff pursued, and was awarded
$235,420.00 in grant funds through the 2012 Orange County Transportation Authority (OCTA) Bicycle
Corridor Improvement Program for installation of on- street bike lanes on Eastbluff Drive and Ford Road
from Jamboree Road to MacArthur Boulevard. Staff has received and reviewed construction bids for this
project and now requests City Council approval to award the construction contract to GMC Engineering,
Inc. (GMC).
RECOMMENDATION:
a) Approve the project plans and specifications;
b) Award Contract No. 5498 to GMC Engineering, Inc. of Tustin, California, for the total bid price of
$297,000.00, and authorize the Mayor and the City Clerk to execute the contract;
c) Establish an amount of $30,000.00 (approximately 10% of Total Bid) to cover the cost of unforeseen
work; and
d) Approve Budget Amendment No. 15BA -008 appropriating $96,000.00 from the Bicycle Safety Fund
(010 -3747) to the Eastbluff Drive -Ford Road Bike Lane Improvement Project Account No. 7014- C3002021.
FUNDING REQUIREMENTS:
At its January 22, 2013 meeting, the 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 and engineering services and striping for the 32nd Street Bike Lane. Staff
recommends using $96,000 from the reserve for the Eastbluff Drive -Ford Road Bike Lane Improvement
Project. Following this action, approximately $70,000 remains in the reserve for future programming.
Upon approval of the budget amendment, sufficient funding is available for the award of this contract. The
following funds will be expended:
Account Description
Bicycle Safety Reserve
Grant Contributions
Proposed uses are as follows:
Vendor
GMC Engineering, Inc.
GMC Engineering, Inc.
Smith -Emery Laboratories
TBD
DISCUSSION:
Account Number Amount
7014- C3002021 $ 96,000.00
7251- C3002021 $ 235.420.00
Total: $ 331,420.00
Purpose Amount
Construction $ 297,000.00
Construction Contingency $ 30,000.00
Geotechnical Testing $ 2,500.00
Printing /Incidental Expenses $ 1,920.00
Total: $ 331,420.00
At 10:00 A.M. on July 24, 2014, the City Clerk opened and read the following bids for this project:
DTI C
TOTAL BID AMOUNT
Low
GMC
$
297,000.00
2
Hillcrest Contracting
$
312,688.50
3
All American Asphalt
$
337,337.00
4
Palp, Inc. DBA Excel Paving Co.
$
332,263.00
5
Green Giant Landscaping, Inc.
$
344,440.00
6
Unique Performance Construction, Inc.
$
397,016.00
The low total bidder, GMC Engineering, Inc., possesses a current and valid California State Contractors
License Classification "A" as required by the project specifications. A check of the contractor's references
indicates satisfactory completion of similar projects for other public agencies. Also, GMC has successfully
completed several similar street projects for the City in recent years. GMC's total bid amount is
approximately four percent below the Engineer's Estimate of $308,000.00.
The Eastbluff Drive -Ford Road Bike Lane Improvement Project includes installation of on- street bike lanes
and intersection improvements along Eastbluff Drive -Ford Road from Vista Del Oro (South) to MacArthur
Boulevard. Limited roadway width on Eastbluff Drive between Mar Vista and Jamboree Road will require
roadway widening, landscaping and traffic signal modification along the south shoulder to install a bike
lane. The estimated five -foot widening within this segment is facilitated by a recorded ten -foot wide bike
trail and pedestrian easement on the Our Lady Queen of Angels property (2100 Mar Vista Drive). Creation
of a bike lane on Ford Road between Jamboree Road and MacArthur Boulevard will be accomplished by
modification to the existing striping and signage within the existing roadway.
As this project is federally funded, it required Federal and State approval for conformance with CEQA,
NEPA, and Federal and State transportation criteria through submittal and review by Caltrans.
Unfortunately, the extended time involved with the project's federal funding approval process has now
impacted the summer construction window and created the potential for construction to continue into the
first or second week of school. Considering the project's proximity to several large schools, every effort is
and will be made to complete the project prior to the beginning of the school year. However, because we
could possibly still have one of the east bound lanes closed at the start of school, staff has taken the
following steps in an effort to reduce potential impacts associated with construction and school traffic:
• Expedited the Construction Contract process to begin construction on August 13, 2014 (tomorrow) and
approved extended working hours for the contractor;
• Prepared an informational flier /traffic advisory and contacted the Newport-Mesa School District, Our Lady
Queen of Angels Church, and adjacent residential community associations to advise
staff /students /parents /residents of the potential construction;
Broadcast project notifications utilizing Social Media, such as the City's Facebook and Twitter accounts;
• Coordinated with the Police Department for on -site officer traffic support during the critical student drop off
and pick up periods;
• Assigned Traffic Engineering staff to monitor the traffic flow and modify the traffic signal timing
accordingly; and
• Created a special traffic control plan to guide exiting school traffic away from the construction area, north
to Jamboree Road /Eastbluff Drive (to be deployed if necessary).
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California Environmental Quality Act
( "CEQA ") pursuant to Section 15301 (for repair, maintenance and minor alteration of existing public
facilities) 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.
Through the required Caltrans NEPA Determination (December 13, 2013), the State of California
determined that this project has no significant impact on the environment as defined by NEPA, and that
there are no unusual circumstances as described in 23 CFR 771.117(b). As such, the project is
categorically excluded from the requirements to prepare an environmental assessment or environmental
impact statement under the National Environmental Policy Act. The State has determined that the project is
a Categorical Exclusion under: 23 CFR 771.117(c)(3).
A copy of the State's determination is available for review in the Public Works Department.
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 - Budaet Amendment
ATTACHMENT A
NOT TO SCALE
I
Eastbluff Dr /Ford Rd
Bike Lane
Improvement Project
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C -5498 1 08/12/2014
ATTACHMENT B City of Newport Beach NO. BA- 15BA•008
BUDGET AMENDMENT
2014 -15 AMOUNT: Sss,000.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
�X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations from the Bicycle Safety Fund (010 -3747) to the Eastbluff Drive - Ford Road Bike
Lane Improvement Project in order to provide sufficient funding for award of construction contract 5498 to GMC Engineering.
(JV will be done to move funds from 010 -3747 to General Fund Balance in conjunction with this BA).
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund - Fund Balance
Description
Description
Division Number 7014 Misc & Studies
Account Number C3002021 Eastbluff Bike Lane
Signed:
Signed:
Signed:
Approval: Finance Director
Approval: City
City Council Approval: City Clerk
Amount
Debit Credit
$96,000.00
Automatic
$96,000.00
Date
11b
Date
Date