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Home My WebLink About19 - Dover Drive and Westcliff Drive Street Rehabilitation - Award of Contract No. 5583(A) (CAP14 -0011)CTY OF F NEWPORT BEACH City Council Staff Report April 28, 2015 Agenda Item No. 19 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director- (949) 644 -3330, dawebb @newportbeachca.gov PREPARED BY: Patrick Arciniega, Senior Civil Engineer PHONE: (949) 644 -3347 TITLE: Dover Drive and Westcliff Drive Street Rehabilitation — Award of Contract No. 5583 (A) (CAP14 -0011) ABSTRACT: Staff received eight construction bids for the Dover Drive and Westcliff Drive Street Rehabilitation project and is now requesting City Council's approval to award the contract to the lowest, responsible bidder, All American Asphalt. RECOMMENDATION: a) Approve the project drawings and specifications; b) Award Contract No. 5583(A) to All American Asphalt for the Total Bid Price of $3,293,293.00, and authorize the Mayor and the City Clerk to execute the contract; c) Establish an amount of $329,000.00 (10 %) to cover the cost of unforeseen work not included in the original contract; and d) Approve Budget Amendment No. 15BA -043 appropriating $500,000 from the unappropriated Transportation and Circulation Fund to Account No. 7261- C2002018; appropriating $350,000 from the unappropriated Gas Tax Fund to Account 7181- C2002018; and transferring /re- appropriating $250,000 from General Fund project savings to Account No. 7013- C2002018, including $26,000 from 7013- C2001009 (Sidewalk, Curb and Gutter), $7,700 from 7013- C2202002 (Harbor Hills Streetlighting), $28,800 from 7011- C1002043 (Newport Coast Community Center Remodel), $44,500 from 7013- C2001011 (Slurry Seal Program), $15,000 from 7013- C3002021 (Eastbluff Dr Ford Rd Bike Lane), $50,000 from 7015- C4002010 (Bonita Canyon Sports Park Parking Lot Improvements), $1,600 from 7013- C2002028 (Bristol St Landscaping), $5,000 from 7013- C2002050 (Irvine Ave Medians), $53,000 from 7013- C2002057 (Asphalt Alley Replacement), $1,300 from 7014- C3002020 (Bayside Cove Walkway), $5,600 7012- C7002005 (St. James Sewer Relocation) and $6,000 from 7014- C8002023 (Neighborhood Revitalization Planning), $1,900 from 7013- C2002063 (Balboa Blvd Landscaping), and $3,600 from 7012- C2502006 (19th St Bay Ave Tidal Structure). 19 -1 FUNDING REQUIREMENTS: The FY 2014 -15 Capital Improvement Program budget included about $2.6 million for the Dover Drive and Westcliff Drive Street Rehabilitation Project. This project called for the pavement grinding and pavement rehabilitation of Dover Drive from East Coast Highway to Irvine Boulevard and Westcliff Drive from Irvine Avenue to Dover Drive. Additionally the Dover Drive medians from East Coast Highway to Westcliff Drive will be rebuilt and landscaped with new colorful native and drought tolerant plants. The original $2.6 million project estimate and budget was associated with the above mentioned work. During the design development phase, staff determined that we should also upgrade the four older traffic signals and reline a deteriorated storm drain line as part of the street rehabilitation work as well. To accommodate this additional work, staff recommends approval of a Budget Amendment appropriating $850,000.00 from the Gas Tax Fund and Transportation and Circulation Fund and transferring another $250,000.00 from General Fund savings realized from recently completed capital projects in this year's CIP budget. The budget amounts that appear in the proposed CIP budget for FY 2015 -2016 for these projects will be reduced with the encumbrance of funds to the awarded contractor. Additionally it should be noted that last fiscal year the Orange County Sanitation District (OCSD) upgraded its sewer main in Dover Drive requiring extensive trenching in Dover Drive from Irvine Boulevard to East Coast Highway. Knowing that the City was following their project with a street rehabilitation project, and per agreement between the two agencies, OCSD left the pavement and some median areas in a temporary paved condition. In lieu of completing these final repairs, OCSD contributed $583,000 to the City for future permanent pavement restoration on Dover Drive, plus $50,000 towards design costs. Upon approval of the proposed Budget Amendment, there will be sufficient funding in the following accounts for the award of this contract: Account Description General Fund Gas Tax Contributions (IRWD) Transportation & Circulation Measure M Fair Share Proposed uses are as follows: Vendor All American Asphalt All American Asphalt Smith Emery Labs Various DISCUSSION: Account Number 7013- C2002018 7181- C2002018 7251- C2002018 7261- C2002018 7282- C2002018 Total Amount $ 250,000.00 $ 350,000.00 $ 583,000.00 $ 500,000.00 $ 1,980,900.00 $ 3,663,900.00 Purpose Construction Contract Construction Contingency Geotechnical Services Printing & Incidentals Total: Amount $ 3,293,293.00 $ 329,000.00 $ 37,510.00 $ 4,097.00 $ 3,663,900.00 At 11:30 a.m. on March 26, 2015, the City Clerk opened and read the following bids for this Dover Drive and Westcliff Drive Street Rehabilitation project: BIDDER Low All American Asphalt 2 PALP Inc. dba Excel Paving 3 Sequel Contractors, Inc. 4 R.J. Noble Company 5 Sully - Miller Co. 6 KASA Construction TOTAL BID AMOUNT $ 3,293,293.00 $ 3,383,073.50 $ 3,462,665.00 $ 3,520,398.00 $ 3,965,691.00` $ 3,866,810.00 19 -2 7 CS Legacy Construction, Inc. $ 3,863,460.00" 8 Los Angeles Engineering, Inc. $ 3,896,450.00 The total low bid amount is just slightly below the Engineer's Estimate of $3,300,000.00. The low bidder, All American Asphalt, possesses a 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 in Newport Beach and for other public agencies. The work necessary to complete this contract consists of distributing construction notices to existing businesses and residents, construction surveying; removing existing sidewalk, curb and gutter, driveways, asphalt concrete pavement; off -site improvements and restoration, clearing and grubbing; construction of new concrete sidewalk, curb, gutter, access ramps and driveways; pavement grinding /removals and placement of new asphalt concrete pavement, striping and delineation, major traffic signal modifications and upgrades to four traffic signals (Dover Dr. at 16th St., Dover Dr. at Westcliff Dr., Dover Dr. at Cliff Dr. and Dover Dr. at Irvine Blvd.), storm drain and catch basin construction, storm drain lining, installing landscaping and irrigation, plant establishment maintenance and other incidental items of work. The new landscaping in the medians on Dover Drive from East Coast Highway to Westcliff Drive will consist entirely of colorful California friendly /drought tolerant plants as per the landscape concept plan that was reviewed and approved by City Council on April 22, 2014. This concept plan is attached. The landscaping will be irrigated by a new smart- irrigation system that will use substantially less water than the system it replaces. No landscape and irrigation work is scheduled for the Westcliff Drive medians as they were rehabilitated several years ago. Pursuant to the contract specifications, the Contractor will have 90 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(c) (existing 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. 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 Ma Attachment B - Budget Amendment Attachment C- Landscape Design 19 -3 ti D 0 OD � o � YY Fpm COAST HWY DOVER AND WESTCLIFF DRIVE PAVEMENT REHABILITATION ATTACHMENT A CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C -5583 1 4/28/15 19 -4 ATTACHMENT B City of Newport Beach NO. BA- 15BA -043 BUDGET AMENDMENT 2014 -15 AMOUNT: s7,lao,000.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Expenditure Appropriations X Decrease in Budgetary Fund Balance X Transfer Budget Appropriations No effect on Budgetary Fund Balance 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 appropriations from completed General Fund roadway repair and overlay projects unappropriated Gas Tax Fund Balance and unappropriated Transportation & Circulation Fund Balance for the Dover Drive and Westcliff Drive Street Rehabilitation project. ACCOUNTING. ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 180 3605 ST Gas Tax Fund Balance $350,000.00 260 3605 Transportation & Circulation Fund Bal $500.000.00 REVENUE ESTIMATES (3601) FundIDjvision Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7261 Transportation & Circulation Account Number C2002018 Oover/Westcliff Or Street Rehabilitation $500,000.00 Division Number 7181 Gas Tax Account Number 02002018 Dover /Westcliff Dr Street Rehabilitation $350,000.00 Division Number 7013 Street Account Number 02001009 Sidewalk Curb & Gutter $26,000.00 Division Number 7013 Street Account Number C2002018 Dover /Westcliff Dr Street Rehabilitation $26.000.00 Division Number 7013 Street Account Number C2202002 Harbor Hills Streetlighting $7,700.00 Division Number 7013 Street Account Number C2002018 DoverANestcliff Or Street Rehabilitation 57,700.00 Division Number 7011 Facilities Account Number C1002043 Newport Coast CC Remodel $28,800.00 Division Number 7013 Street Account Number C2002018 OovedWestcliff Or Street Rehabilitation $28,800.00 Division Number 7013 Street Account Number C2001011 Slurry Seal Program $44,500.00 Division Number 7013 Street Account Number C2002018 Dcver[Weslcliff Dr Street Rehabilitation $44,500.00 Signed: / H - -; p— / 5 ial Approval: Flhamce D ector Date Signed: \ '4t-1A j I% AdminiWalive%pproval: City Manager Date Signed: City Council Approval: City Clerk Date 19 -5 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 appropriations from completed General Fund roadway repair and overlay projects, unappropriated Gas Tax Fund Balance and unappropriated Transportation & Circulation Fund Balance for the Dover Drive and Westcliff Drive Street Rehabilitation project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit REVENUE ESTIMATES (3601) City of Newport Beach NO. BA- 150A- 043(page 2) $15,000.00 BUDGET AMENDMENT EXPENDITURE APPROPRIATIONS (3603) $50,000.00 2014 -15 AMOUNT: See page 1 EFFECT ON BUDGETARY FUND BALANCE: Division Number 7013 Street Increase Revenue Estimates Number Increase In Budgetary Fund Balance X Division Increase Expenditure Appropriations X Decrease in Budgetary Fund Balance X Number Transfer Budget Appropriations DoverMestcliff Or Street Rehabilitation No effect on Budgetary Fund Balance 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 appropriations from completed General Fund roadway repair and overlay projects, unappropriated Gas Tax Fund Balance and unappropriated Transportation & Circulation Fund Balance for the Dover Drive and Westcliff Drive Street Rehabilitation project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit REVENUE ESTIMATES (3601) Signed: Signed: Signed: Financial Approval: Finance Director Administrative Approval: City Manager City Council Approval: City Clerk $15,000.00 Fund /Division Account Description $15,000.00 $50,000.00 EXPENDITURE APPROPRIATIONS (3603) $50,000.00 $1,600.00 Description Division Number 7013 Street Account Number C3002021 Easlbluff /Ford Bike Lane Division Number 7013 Street Account Number C2002018 DoverMestcliff Or Street Rehabilitation Division Number 7015 Parks Account Number C4002010 Bonita Canyon Sports Park Parking Lot Division Number 7013 Street Account Number C2002018 DoverMestcliff Or Street Rehabilitation Division Number 7013 Street Account Number C2002028 Bristol St Landscaping Division Number 7013 Street Account Number C2002018 DoveritNestcliff Or Street Rehabilitation Division Number 7013 Street Account Number C2002050 Irvine Ave Medians Division Number 7013 Street Account Number C2002018 DoverMestcli f Dr Street Rehabilitation Division Number 7013 Street Account Number C2002057 Asphalt Alley Replacement Division Number 7013 Street Account Number C2002018 DoverN/estcliff Dr Sheet Rehabilitation Signed: Signed: Signed: Financial Approval: Finance Director Administrative Approval: City Manager City Council Approval: City Clerk $15,000.00 $15,000.00 $50,000.00 $50,000.00 $1,600.00 $1,600.00 $5,000.00 $5.000.00 $53,000.00 $53,000.00 aelic.Sysiem Entry. Date Date Date 19 -6 City of Newport Beach NO. BA- ISBA- 043 (page 3) BUDGET AMENDMENT 2014 -15 AMOUNT: See page 1 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Expenditure Appropriations Decrease in Budgetary Fund Balance X Transfer Budget Appropriations Id No effect on Budgetary Fund Balance SOURCE: 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 appropriations from completed General Fund roadway repair and overlay projects. unappropriated Gas Tax Fund Balance and unappropriated Transportation & Circulation Fund Balance for the Dover Drive and Wesicliff Drive Street Rehabilitation project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit REVENUE ESTIMATES (3601) Fund /Division Accoun Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7014 Misc & Studies Account Number C3002020 Bayside Cove Walkway 51,300.00 Division Number 7013 SVeei Account Number C2002018 Dover /Westcliff Dr Street Rehabilitation $1,300.00 Division Number 7012 Drainage Account Number C7002005 St. James Sewer Relocaton $5.600.00 Division Number 7013 Street Account Number C2002018 Dover /Westcliff Or Street Rehabilitation $5,600.00 Division Number 7014 Misc & Studies Account Number C8002023 Neighborhood Revitalization Planning $6.000.00 Division Number 7013 Street Account Number C2002018 DovedWestcliff Or Street Rehabilitation $6,000.00 Division Number 7013 Street Account Number C2002063 Balboa Blvd Landscaping $1,900.00 Division Number 7013 Street Account Number C2002018 Dover /Westcliff Dr Street Rehabilitation S1,900.00 Division Number 7012 Drainage Account Number C2502006 19th St/Bay Ave Tidal Structure $3,600.00 Division Number 7013 Street Account Number C2002018 Dover/Westciiff Or Street Rehabilitation $3,600.00 ' Auromtk System Ent, Signed: Financial Approval: Finance Director Date Signed: Administrative Approval: City Manager Date Signed: City Council Approval: City Clerk Dale 19 -7 Dover Drive & Westcliff Drive Street Rehabilitation CIVIL WORKS Engineers, Inc. 3151 AvwayAvenue Suite T -1 Cosra Mesa, CA 92626 (714) 966 -9060 Pacific Coast Hwy to Irvine Ave & Dover Dr to Irvine Ave ATTACHMENT C N L7 V I S LANDSCAPE ARCHITECTURE A N D P L A N N I N G PX: 714. 75 d. 7346 PH: 7 14. 7 54. 7311 Median Landscape Layout \ NEW SHRUB PLANTING EXISTING PINES SHALL REMAIN EXISTING PALMS SHALL REMAIN IN r\ �; m '� ti �� `�.� � • � .L it i�,� — •. - r LOW & COLORFUL J TYPICAL LOW PLANTING ¢o `. AT F.ACH NIIDIAN NOSE. I 4 d: to I� L SHRUBS, TYP. MAINTAIN EXISTING PALMS ii MEDIAN TREES SUCCULENTS EXISTING SIGN SHALL TYPICAL EVERGREEN TREES ENRICHED COLORED REMAIN & BE PROTECTED &TEXTURED TYPICAL SHRUBS CONCRETE PAVING MEDIAN NOSE WITH LOW FLOWERLNGSHRUB n PLAN 'I'IN( 1'1'PIC.AL. _ — A�DOVER DRIVE I' h m 1 ui 1 f�1f� _ 1 1 _ t• I- SHRUBS•TYP. m � 1 < 1 F 19 -9 Median Landscape Layout MEDIAN NOSE WITH LOW FLOWERING SHRUB PLANTING TYPICAL. j'1.1 Fi i r Ga I — MEDIAN TREES EXISTING PINE TREES SHALL REMAIN EXISTING PALM TREES SHALL REMAIN NIEU1.0 I'REF:S SHRL B5, IN P. SIRE RS, I 'P. g 41 � I I rA � I 19 -10 F1 9 T 0 N PLAN 'A' Landscape Layout NEW SHRUB PLANTING, TYPICAL Dover Dr at PCH Island si DOVE DRIVE Maintain Existing Pines and Palms Remove Decorative Concrete •' Install Meandering Sidewalk Install New Shrubs - �- EXISTING PALMS SHALL REMAIN EXISTING PINES SHALL REMAIN MAINTAIN EXISTING PALMS EXISTING SIGN SHALL REMAIN & BE PROTECTED TYPICAL SHRUBS LOW &COLORFUL SUCCULENTS NATURAL COLORED & TEXTURED CONCRETE PAVING Dover Dr at Westcliff Dr Island Maintain Existing Palms Remove Existing Turf Install Meandering Sidewalk Install New Shrubs i TYPICAL NEW SHRUB PLANTING, TYPICAL LOW & COLORFUL SUCCULENTS d 0 U F- W W y3 19-11 Proposed Landscaping Theme Similar Theme as Westcliff Drive and Irvine Avenue Utilize Existing Pine Trees Variable Height Planting Install Planting at Median Noses Utilize Existing Fan Palms Install Large Boulders 19 -12 Proposed Median Trees California Sycamore k7 0 Bird of Paradise Strawberry Tree Maintain Existing Pine Trees 19 -13 Typical Median Boulders Combined with Low Shrubs Shrubs Combined with Low Trees Trees Combined with Low Shrubs 19 -14 Typical Plants Autumn Sage Blue Chalk Sticks Little Gem Fescue 19 -15 Typical Plants Ghost Aloe Indian Hawthorn Natal Plum Berkeley Sedge New Gold Lantana 19 -16