HomeMy WebLinkAbout11 - C-3587 Newport Coast Traffic Signal and RoadwayCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 11
July 22, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, Associate Engineer
949 - 6443311
bsommers@city.newport-beach.ca.us
SUBJECT: TRAFFIC SIGNAL AND ROADWAY IMPROVEMENTS ON NEWPORT
COAST DRIVE AT SAGE HILL SCHOOL — COMPLETION AND
ACCEPTANCE OF CONTRACT NO. 3587
1. Accept the work.
2. Authorize the City Clerk to file a Notice of Completion.
3. Authorize the City Clerk to release the Labor and Materials bond 35 days after the
Notice of Completion has been recorded in accordance with applicable portions of
the Civil Code.
4. Release the Faithful Performance Bond 1 year after Council acceptance.
DISCUSSION:
On January 28, 2003, the City Council authorized the award of the Traffic Signal and
Roadway Improvements on Newport Coast Drive at Sage Hill School contract to
Hillcrest Contracting, Inc. of Corona, California. The contract provided for the
installation of traffic signals at the Newport Coast Drive /Sage Hill Road intersection and
the Newport Coast Drive /Gas Recovery Access Road intersection. Additionally, the
contract provided for roadway /median improvements to Newport Coast Drive from just
north of the Sage Hill Road, south to Gas Recovery Access Road. 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: $161,930.00
Actual amount of bid items constructed: $159,052.00
Total amount of change orders: $9,640.20
Final contract cost: $168,692.20
SUBJECT: Traffic Signal and Roadway Improvements on Newport Coast Drive at Sage Hill School - Completion and Acceptance
of Contract No. 3587
July 22, 2003
Page 2
The decrease in the amount of actual bid items constructed over the original bid
amount resulted from a change in the design of the roadway structure for the Newport
Coast Drive roadway /median improvements. The redesign called for a thicker asphaltic
concrete (A.C.) layer and a reduced aggregate base layer. Although the thicker A.C.
layer exceeded the bid item quantities the reduction in aggregate base quantities more
than offset the cost, causing a decrease in the amount of bid items. The final overall
construction cost including change orders was 5.95 percent over the original bid
amount.
One lump sum change order in the amount of $9,640.20 provided for the furnishing and
installation of an additional "advance" signal head, the furnishing and installation of
missing conduit, additional roadway striping, and work to prepare a site for the
installation of an Edison step down service transformer.
Funds for the project were expended from the following account:
Description Account No. Amount
Transportation and Circulation 7261- C5200702 $168,692.20
All work was completed by the scheduled completion date of June 10, 2003.
The project incurred additional costs of $97,152.38 that were necessary to expedite the
completion of the project. The additional costs provided for purchasing of traffic signal
equipment, installation of the traffic signal pole foundations, engineering services,
installation of an Edison step down service transformer, and other miscellaneous
expenses. These services were coordinated by the City directly and were not part of
the contract. The costs were funded by the Transportation and Circulation fund.
In a letter dated July 18, 2002 from Terry Armstrong, Associate Head of Sage Hill
School, Sage Hill School has accepted responsibility to pay 25 percent of the total cost
of improvements or $265,844.58.
Environmental Review:
Staff determined that the project was exempt from CEQA as provided for in Section
15061(b)(3) of the Guidelines. The justification for this is the signal and its equipment
are contained within the existing developed right -of -way of Newport Coast Drive, and its
installation will provide safe access for Sage Hill High School, as well as persons
traversing Newport Coast Drive.
Prepared by: Submitted by:
B?a"dm'mers en . Badum
Associate Engineer Public Works Director
Attachment: Letter
t. `}
Sage Hill School
jUL 2 3 2002
July 18, 2002
Richard M. Edmonston, P.E.
Transportation & Development Services Manager
City of Newport Beach
P.O. Box 1768
Newport Beach, CA 92658 -8915
Dear Rich,
Everyone at the Sage Hill School is pleased and excited by the City's commitment to solving
the traffic safety issues on Newport Coast Drive. We believe that the proposal you shared
with us will safely and effectively manage the traffic along Newport Coast Drive and the
traffic into and out of Sage Hill School.
As I indicated in our telephone conversation, the School wants to be supportive of the City's
efforts and we want to be an active supporter of the community. To this end, Sage Hill
School is prepared to offer financial support to help pay for this project
When we met at the School, you indicated that the preliminary budget for the project is
$440,000, and that the City was requesting that the School pay approximately 25% of this
cost. The School is prepared to contribute $110,000 (25 9/6) of this cost. Please understand
that this is a significant sum for the School, and one that is not planned for in our multiyear
financial projections.
In order for us to make this commitment, we need to have agreement with the City
regarding the manner in which the School will meet its obligations. We appreciate that the
actual cost for this work may vary from the current estimate. There are many legitimate
reasons why costs might increase or decrease. However, the School will have to make
significant adjustments to its financial plans in order to meet this obligation. Fixing the
contribution at $110,000 will make this a much more manageable process for the School.
Therefore, we ask that our contribution not exceed $110,000.
The School will be pressed to increase its expenditures by $110,000 at any one time. This is
particularly true over the next two years while the School is still growing toward full
enrollment. However, we can accommodate a more modest increase in expenditures that will
pay the City the total amount over a period of several years. The School asks that we begin
20402 Newport Coast Drive, Newport Coast, California 92657 r s¢a E (949) 219 -0100 .,.r (949) 219 -1399 t. _c s,r-- www.sagehitischoolorg
-2—
JiAy is, 2002
making these payments two years after the completion of the project, and that the payments
be made over a three -year period (1 /3 per year).
The School would have much preferred to be able to make its contribution to this project
right away. We appreciate the City's immediate response to our expressions of concern, and
the prompt manner in which you have moved to improve the situation. If you have any
questions or comments regarding the amount or timing of the School's contribution to this
project, please contact me at your convenience.
Terry Armstrong
Associate Head of School