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Home My WebLink About05 - Cameo Highlands Street Reconstruction — Award of Contract No. 7067-2 (20R21)Q �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report May 26, 2020 Agenda Item No. 5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Andy Tran, Senior Civil Engineer, atran@newportbeachca.gov PHONE: 949-644-3315 TITLE: Cameo Highlands Street Reconstruction — Award of Contract No. 7067-2 (20R21) ABSTRACT: Staff has now received construction bids for the Cameo Highlands Street Reconstruction project and requests City Council's approval to award the construction contract to All American Asphalt. This project will remove and reconstruct the existing roadway pavement, deteriorated concrete sidewalks, curb and gutters, driveway approaches, and curb access ramps within the Cameo Highlands community. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(b)(c), Class 1 (maintenance of existing public facilities involving negligible or no expansion of use) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment; b) Approve the project plans and specifications; c) Award Contract No. 7067-2 to All American Asphalt for the total bid price of $2,425,694, and authorize the Mayor and City Clerk to execute the contract; d) Establish a contingency of $242,000 (approximately 10 percent of total bid) to cover the cost of unforeseen work not included in the original contract; and e) Approve Budget Amendment No. 20-048 appropriating $46,525 in increased expenditures from the Water Enterprise unappropriated fund balance to Account No. 70101-980000-20R09 for the Cameo Highlands Street Reconstruction project (20R21). FUNDING REQUIREMENTS: Upon approval of the proposed budget amendment, sufficient funding is available within the Cameo Highlands Street Reconstruction project in the adopted FY 2019-20 Capital Improvement Program budget for the award of this contract. The recommended Budget Amendment appropriates $46,525 in increased water system expenditures from the Water Enterprise unappropriated fund balance to Account No. 70101-980000-20R09 for the Cameo Highlands Street Reconstruction project (20R21). 5-1 Cameo Highlands Street Reconstruction — Award of Contract No 7067-2 (20R21) May 26, 2020 Page 2 Funding for this project comes from various restricted funds as detailed below. The Gas Tax and SB1 RMRA funds are retricted by the state of California to be used exclusively for maintenance of the street and highway system. The water and wastewater funds are appropriated from the City's enterprise funds and are reserved for water distribution and operation of the wastewater system. No General Fund monies are included in the funding of this project. The following funds will be expensed: Account Description Gas Tax SB1 RMRA Wastewater Grade Adjustments Water Grade Adjustments Proposed fund uses are as follows: Vendor All American Asphalt All American Asphalt GMU Geotechnical, Inc. Various Account Number Amount 12101-980000-20R21 $ 1,124,990 12601-980000-20R21 $ 1,500,000 71101-980000-20R09 $ 38,485 70101-980000-20R09 $ 46,525 Total: $ 2,710,000 Purpose Amount Construction Contract $ 2,425,694 Construction Contingency $ 242,000 Materials Testing $ 39,760 Printing & Incidentals $ 2,546 Total: $ 2,710,000 Staff recommends establishing $242,000 (approximately 10 percent of total bid) for contingency purposes and unforeseen conditions associated with construction. DISCUSSION: The Cameo Highlands community was developed in the early 1960's. Over the last few decades the City has kept the Cameo Highlands community in the seven-year pavement maintenance cycle, but due to heavy vehicle loading and weathering, the pavement has reached its useful life. The existing pavement is relatively thin and was placed on native soil instead of aggregate base, as was done in many residential tracts prior to and into the 1960's. The entire tract is now showing signs of severe deterioration and typical slurry seal will not be sufficient to extend the life of the existing pavement. The project includes the reconstruction of the streets, and with the continuation of the seven-year paving cycle, the roadways are expected to perform for another 50 years or more. The industry standard measurement of pavement condition is the Pavement Condition Index (PCI), which ranges from 0 (worst) to 100 (best). The City has dedicated resources keeping the overall citywide PCI above 80 per City Council direction, which allows Newport Beach's pavement to be in excellent condition in the most cost-effective manner. The average PCI for the streets in the Cameo Highlands tract is approximately 60. With the completion of this project, the PCI for all streets in the tract will be 100. 5-2 Cameo Highlands Street Reconstruction — Award of Contract No. 7067-2 (20R21) May 26, 2020 Page 3 In 2016, the City completed a similar neighborhood pavement reconstruction project in the Cameo Shores community, which is located directly across East Coast Highway. The pavement condition in both of these communities were in similar condition prior to the Cameo Shores pavement reconstruction project. Residents of Cameo Highlands have been requesting their streets be reconstructed for many years as well. For the past several years, staff has coordinated with the homeowners association and informed the residents that the streets in the Cameo Highlands tract are included in the City's Pavement Management Plan and scheduled for reconstruction in Fiscal Year 2019-20. The pavement reconstruction project within Cameo Highlands involves reconstructing all the asphalt concrete streets within the community. In preparation for this project, Public Works staff has coordinated with various utility agencies to address necessary maintenance and improvements prior to the repaving work. Charter Spectrum (cable) has recently finished the replacement and lowering of their existing underground facilities to avoid potential conflict with the City's pavement reconstruction project. The City's Utilities Department is also proactively replacing several water valves in the community to improve operation of our water system. The two on-going utility improvements by Charter Spectrum and the Utilities Department involve significant trenching and temporary pavement restoration in anticipation of this major pavement reconstruction project. Upon completion of this project, all streets in the Cameo Highlands tract will be completely reconstructed, similar to the Cameo Shores community. At 10 a.m. on April 16, 2020, the City Clerk opened and read the bids for this project: The City received seven bids for this project. The low bidder, All American Asphalt, possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for All American Asphalt shows satisfactory completion of similar contracts for the City and other municipalities. The low bid was 9.2 percent below the Engineer's Estimate of $2,671,000. The minor disparity between the bid and the Engineer's Estimate is primarily due to the lower unit costs for mobilization and roadway paving material. The proposed project includes removing and reconstructing deteriorated concrete sidewalks, curbs and gutters, driveway approaches, and curb access ramps as well as reconstruction of all asphalt street pavement. Interfering tree roots will be pruned, and root barriers will be installed after root pruning. Additionally, new signing and striping will be installed and utilities access boxes will be adjusted to grade. 5-3 BIDDER TOTAL BID AMOUNT Low All American Asphalt $ 2,425,694 2nd R.J. Noble Company $ 2,549,465 3rd Excel Paving $ 2,666,621 4th Sequel Contractors, Inc. $ 2,668,310 5th Nationwide Contracting Services, Inc. $ 2,895,050 6th Hardy & Harper, Inc. $ 2,948,300 7th ONYX PAVING CO, INC. $ 3,773,000 The City received seven bids for this project. The low bidder, All American Asphalt, possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for All American Asphalt shows satisfactory completion of similar contracts for the City and other municipalities. The low bid was 9.2 percent below the Engineer's Estimate of $2,671,000. The minor disparity between the bid and the Engineer's Estimate is primarily due to the lower unit costs for mobilization and roadway paving material. The proposed project includes removing and reconstructing deteriorated concrete sidewalks, curbs and gutters, driveway approaches, and curb access ramps as well as reconstruction of all asphalt street pavement. Interfering tree roots will be pruned, and root barriers will be installed after root pruning. Additionally, new signing and striping will be installed and utilities access boxes will be adjusted to grade. 5-3 Cameo Highlands Street Reconstruction — Award of Contract No. 7067-2 (20R21) May 26, 2020 Page 4 Pursuant to the Contract Specifications, the Contractor will have 90 consecutive working days to complete the work. Work is scheduled to start in July, after Independence Day, and be completed in November, prior to Thanksgiving. The Project Plans and Specifications are available per request and also at the May 26, 2020 City Council Meeting. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(b)(c), Class 1 (maintenance of existing public facilities involving negligible or no expansion of use) of the CEQA Guidelines, because this project 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: Attachment A — Location Map Attachment B — Budget Amendment 5-4 ATTACHMENT A 5-5 • I STREETCAMEO HIGHLANDS OF '•' BEACH RECONSTRUCTION PUBLIC WORKS DEPARTMENT LOCATION MAPC-7067-2 -T 5/26/20 5-5 rEWP�'FT o a�i c�ci Fon'' P Department: Public Works Requestor: Angela Crespi City of Newport Beach BUDGET AMENDMENT ❑ CITY MANAGER'S APPROVAL ONLY I] COUNCIL APPROVAL REQUIRED ONE TIME: O Yes ❑ No Clerk: Lewis Approvals ATTACHMENT B BA#: 20-048 EXPLA PON FOR BEST: To increase expenditure appropriations to be used for an agreement for the Cameo Highlands Street ❑ from existing budget appropriations Reconstruction Project. ❑ from additional estimated revenues El from unappropriated fund balance REVENUES Fund # Org Object Project r — Description Increase or (Decrease $ EXPENDITURES Fund # Ori ;701 70101 ObjectPrf oject 980000 20R09 Subtotal $ - Description Increase or (Decreased $ Water Enterprise Fund CIP - CIP Expenditures For GL $46,525.00 ' - -- r ' FUND BALANCE Fund # Object„ 701 — :300000 YDescription __ ___ 'Water Enterprise - Fund Balance ------------- Subtotals $ 46,525.00 __ _ __ _ _ _ Increase or (Decrease) $ _. W m-- —� ($46,525.00) Subtotal! $ (46,525.00) Fund Balance Change Required 5-6