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Home My WebLink About08 - Ocean Boulevard & China Cove Ramp Slope Maintenance��WPORT CITY OF N EWPOR�T REACjH -_- City Council Staff Report Agenda Item No. 8 September 11, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum, Public Works Director 949 - 644 -3311, sbadum @newportbeachca.gov PREPARED BY: Frank Tran, Associate Civil Engineer APPROVED: NJ Ocean Boulevard and China Cove Ramp Slope Maintenance - TITLE: Award of Contract No. 3912 ABSTRACT: Staff has received favorable construction bids for the Ocean Boulevard and China Cove Ramp median slope maintenance project and is requesting City Council's approval to award the construction contract to D. J. Scheffler, Inc. RECOMMENDATIONS: 1. Approve the project drawings and specifications; 2. Award Contract No. 3912 to D.J. Scheffler, Inc., for the total bid price of $391,125.00 and authorize the Mayor and City Clerk to execute the Contract; 3. Establish a contingency of $58,000 (15 %) to cover the cost of unforeseen work not included in the original contract; and 4. Approve Budget Amendment No. 13BA -010 transferring $175,000.00 from the Sidewalk, Curb and Gutter Program CIP Account No. 7013- C2001009 to the China Cove Slope Repair Account No. 7014- C8002008. FUNDING REQUIREMENTS: Upon approval of the proposed Budget Amendment, there will be sufficient funding for the award of this contract. Additionally, the Sidewalk, Curb and Gutter General Funds used to complete this slope maintenance project will be back - filled with projected roadway fund savings from other projects once this years concrete replacement project has been defined and the actual funding need identified. Ocean Boulevard and China Cove Slope Maintenance — Award of Contract No. 3912 September 11, 2012 Page 2 The following funds will be expensed: Account Description General Fund General Fund Sewer Fund Proposed uses are as follows: Account Number 7014- C8002008 7012- C2502003 7541- C7001002 Amount $ 277,000.00 $ 187,580.00 $ 11,420.00 Total: 476,000.00 Vendor Purpose Amount D. J. Scheffler, Inc. Construction Contract $ 391,125.00 D. J. Scheffler, Inc. Construction Contingency $ 58,000.00 GMU Geotechnical, Inc. Geotechnical Testing & Inspection $ 25,000.00 Various Printing & Incidentals $ 1,875.00 Total: 476,000.00 DISCUSSION: The easterly side of the median slope between Ocean Boulevard and the China Cove Ramp in Corona Del Mar experienced surface failure in the early 2000's. Since that failure, Municipal Operations staff has routinely covered the slope failure area with plastic liners and sand bags to prevent further erosion during the rainy seasons. To address this slope issue, as well as replace the old irrigation system and refresh the landscaping, Public Works staff began working on improvement plans a couple of years ago. These plans also include the replacement of an existing portion of a 4 inch sewer force main running through the slope that serves the City sewage lift station at the end on Fernleaf. Last year, a portion of the westerly side of the slope experienced surface failure after a rain event. Consequently, the scope of this median maintenance project was expanded to include both sides of the slope on either side of the existing staircase, as well as the sewer force main replacement. The slope surface failures appear to be primarily attributed to the existing overgrown ice plants and the steepness of the slope. This contract involves removing the existing vegetation and other unsuitable loose materials, constructing a soil nailed slope stabilized surface with a sculpted architectural rock finish, replacement of the sewer force main in the slope, and new landscaping and irrigation in the sloped median. A palette of native and /or drought tolerant plants has been selected for replacement planting. Upon completion of this maintenance contract, the entire slope will be permanently stabilized and aesthetically enhanced. Staff has reviewed this project and plant palette with the neighboring residents of China Cove, as well as presented the project to the Corona Del Mar Residents Association and received favorable response to the concept plans. Ocean Boulevard and China Cove Slope Maintenance —Award of Contract No. 3912 September 11, 2012 Page 3 At 10.00 AM on August 22, 2012, the City Clerk opened and read the following bids for this project: BIDDER Low D. J. Scheffler, Inc. 2 DMC Engineering , Inc. 3 JC Baldwin Construction Co. 4 Beador Construction Co. Inc. 5 KASA Construction, Inc. 6 Adams Mallory Construction Co. Inc. 7 Metro Builders and Eng. Group, LTD. TOTAL BID AMOUNT $391,125.00 $419,000.00 $497,100.00 $523,700.00 $559,600.00 $568,680.00 $697,960.00 The low total bid amount is 21.8% below the Engineer's Estimate of $500,000. The low bidder, D.J. Scheffler, Inc., possesses a California State Contractors License Classification "A," and its subcontractor, Treats Landscaping & Maintenance possesses a Calrfomia State Contractors License Classification "C -27" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for other public agencies and private developments. ENVIRONMENTAL REVIEW: Staff recommends the City Council find 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 facilities in areas that are not environmentally sensitive.) 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). The Notice Inviting Bids was advertized in the City's official publication and in construction industry publications. Additionally, several neighborhood meetings and well as a presentation to the CdM Residents Association were conducted to provide review and solicit comments. Attachments: A. Location Map B. Budget Amendment ATTACHMENT A y W g W DRIVE gAYSIDE L aLLu'LH � AVE p a a EIEI<E]E� o Lu o o � O J ll Lu a OCEAN BLVD PROJECT LOCATION s Iw Q Sr SHELL ST BAYViEW DRIVE V T 3 LLI � I s ZZ- g !2 O 3 LOCATION MAP R OCEAN BOULEVARD AND CHINA COVE RAMP SLOPE MAINTENANCE C -3912 CORONA DEL MAR, CALIFORNIA 5 ATTACHMENT B H City of Newport Beach NO. BA- 13BA -010 BUDGET AMENDMENT 2012 -13 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase Expenditure Appropriations AND X Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT: 5175,000.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance To transfer expenditure appropriations from the Sidewalk, Curb, Gutter Replacement account to the China Cove Slope Repairs account for the China Cove Ramp median slope maintenance project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Accouni Description Debit Credit REVENUE ESTIMATES (3601) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7013 Street Account Number C2001 003 Sidewalk/Curb /Gutter & ADA $175,000.00 Division Number 7014 Misc & Studies Account Number C8002008 China Cove Slope Repairs $175,000.00 Division Number Account Number Division Number Account Number v Auromalic System Entry. Signed: �OD t Fi facial Approval: Finance Director Date Signed: Administa4e Approval: City Manager Date Signed: City Council Approval: City Clerk Date