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Home My WebLink About11 - Newport Coast Drive and Balboa Boulevard Pavement Rehabilitation (Project No. 22R14) - NOC for Contract No. 8728-2Q SEW Pp�T CITY OF z NEWPORT BEACH c�<,FORN'P City Council Staff Report November 28, 2023 Agenda Item No. 11 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, 949-644-3315 TITLE: Newport Coast Drive and Balboa Boulevard Pavement Rehabilitation (Project No. 22R14) — Notice of Completion for Contract No. 8728-2 ABSTRACT: On November 29, 2022, the City Council awarded Contract No. 8728-2 for the Newport Coast Drive and Balboa Boulevard Pavement Rehabilitation project to All American Asphalt. This project involved cold milling and overlaying the existing pavement on Newport Coast Drive from East Coast Highway to Ridge Park Road, and on Balboa Boulevard from Medina Way to G Street. The work is now complete and staff requests City Council acceptance and close out of the contract. RECOMMENDATIONS: a) Approve Budget Amendment No. 24-37 appropriating $9,167.20 in new revenue and expenditures from Irvine Ranch Water District and appropriating $22,700 in new revenue and expenditures from Orange County Sanitation District to 13501-980000- 22R14; b) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project; c) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the Notice of Completion has been recorded in accordance with applicable portions of Civil Code; and d) Release Faithful Performance Bond one year after acceptance by the City Council. DISCUSSION: Overall Contract Cost/Time Summary Awarded Contract Final Total Contract Total Contract Percent Contract Amount Amount Change Amount Cost Change $5,669,268.50 $5,978,522.65 +$309,254.15 +5.45% Allowed Contract Time + Approved 134 Actual Time Used (Days) 134 Extensions (Days) _ Newport Coast Drive and Balboa Boulevard Pavement Rehabilitation — Notice of Completion for Contract No. 8728-2 November 28, 2023 Page 2 This project included cold milling and overlaying the existing asphalt concrete street pavement with new rubberized asphalt concrete pavement; reconstructing deteriorated concrete sidewalks, curbs, gutters, and access ramps; adjusting utility boxes to grade; installing new traffic signs; restriping the pavement; and other appurtenant items of work. The contracted work has been completed to the satisfaction of the Public Works Department. A summary of the construction cost is as follows: Original Bid Amount: $ 5,669,268.50 Actual Cost of Bid Items Constructed: $ 5,472,904.99 Total Change Orders: $ 505,617.66 Final Contract Cost: $ 5,978,522.65 The final total contract amount was $5,978,522.65, approximately 5.45 percent higher than the original bid amount. This cost increase was primarily due to additional repaving adjacent to Balboa Boulevard to repair utility trenching, and at Rocky Point Road and Muir Beach Circle that were in immediate need of pavement reconstruction. A summary of the project schedule milestones is as follows: Estimated Start of Construction per Annual Baseline Schedule January 9, 2023 Actual Start of Construction Per Notice to Proceed February 21, 2023 Extended Contract Completion Date Inclusive of Extra Work September 20, 2023 Actual Substantial Construction Completion Date September 20, 2023 The project start date was postponed due to the significant amount of rain received in January and February 2023. The contractor was also given additional working days to complete change order work on Rocky Point Road and Muir Beach Circle. FISCAL IMPACT - As described in the Reimbursement Agreement between Irvine Ranch Water District (IRWD) and the City of Newport Beach, IRWD is responsible for all costs associated with improvements to its facilities. The cost for all IRWD improvements is $196,855. The Reimbursement Agreement also allows for a 4% administration fee, which totals $7,874.20. The total cost for all IRWD improvements and the administration fee is $204,729.20. At contract award, $195,562 was budgeted for this IRWD work. The contract also involved adjustment of Orange County Sanitation District (OCSD) utilities to the new pavement elevation. OCSD will reimburse the City for improvements to its facilities, which totals $22,700. A Budget Amendment in the amount of $31,867.20 is needed to recognize the additional contributions from IRWD and OCSD. Upon approval of the Budget Amendment, sufficient funds will be available in the Contribution Fund in the Public Works Department, Account Number 13501-980000-22R14. The Newport Coast Drive and Balboa Boulevard Pavement Replacement project was included within the FY 2022-23 Capital Improvement Program budget. Funds for the construction contract were expended from the following accounts: 11-2 Newport Coast Drive and Balboa Boulevard Pavement Rehabilitation — Notice of Completion for Contract No. 8728-2 Account Description Measure M Fair Share Fund Neighborhood Enhancement Fund SB-1 — RMRA Fund Grade Adjustment Water Valve Grade Adjustment Water Valve Grade Adjustment Sewer Manhole IRWD Reimbursement Contribution OCSD Reimbursement Contribution ENVIRONMENTAL REVIEW: November 28, 2023 Page 3 Account Number Amount 12201-980000-22R14 $ 2,841,303.75 53601-980000-22R14 $ 867,529.66 12601-980000-22R14 $ 2,000,000.00 70201-980000-22R09 $ 20,296.00 70201-980000-23R09 $ 6,833.25 71101-980000-22R09 $ 23,005.00 13501-980000-22R14 $ 196,855.00 13501-980000-22R14 $ 22,700.00 Total: $ 5,978,522.65 On November 29, 2022, the City Council found this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1 (maintenance of existing public facilities involving negligible or no expansion of use) 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: Attachment A — Budget Amendment Attachment B — Location Map Newport Coast Drive Attachment C — Location Map Balboa Boulevard 11-3 aEv.'apq` Department: Public Works Requestor: Theresa Schweitzer City of Newport Beach ATTACHMENT A BUDGET AMENDMENT 2023-24 BA#: 24-037 ONE TIME: ❑� Yes ❑ No Approvals ❑ CITY MANAGER'S APPROVAL ONLY Finance Director: R &J60 t Date 1 f l t 0 COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: To appropriate new revenues and expenditures from Irvine Ranch Water District and Orange County Sanitation District to ❑ from existing budget appropriations the Newport Coast Drive and Balboa Boulevard Pavement Rehabilitation project (221114). 0 from additional estimated revenues ❑ from unappropriated fund balance REVENUES Fund # Org Object Project Description increase or (Decrease) $ 135 13501 431220 221314 CONTRIBUTIONS FUND CIP - IRVINE RANCH WATER DIST 9,167.20 135 13501 431075 221314 CONTRIBUTIONS FUND CIP - OC SANITATION DST CONTRIB 22,700.00 Subtata1[ $ 31,867.20 EXPENDITURES Fund # Org Object Project Description Increase or (Decrease) $ 135 13501 980000 22R14 CONTRIBUTIONS FUND CEP - Cl? EXPENDITURES FOR GL 31,867.20 Subtotal 31,867.20 FUND BALANCE Fund # Object Description Increase or (Decrease) $ 135 300000 CONTRIBUTIONS FUND - FUND BALANCE CONTROL Subtotal $ No Change in Fund Balance 11-4 ATTACHMENT B E LIMITS OF WORK NEWPORT COAST DRIVE PAVEMENT REHABILITATION LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8728-2 221R14 11 /28/23 11-5 ATTACHMENT C Q Iu�u "�n1oi 111�- IIIgpIp 11. Ii1 /Ii :1111I/� LIMITS OF WORK BALBOA BOULEVARD PAVEMENT REHABILITATION LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8728-2 221R14 11 /28/23 11-6