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Home My WebLink About09 - East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements - Award of Contract No. 8925-2 (23R11)Q SEW Pp�T CITY OF z NEWPORT BEACH c<,FORN'P City Council Staff Report January 23, 2024 Agenda Item No. 9 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 - 949-644-3315, atran@newportbeachca.gov TITLE: East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements — Award of Contract No. 8925-2 (23R11) ABSTRACT: The City of Newport Beach has received construction bids for the East Coast Highway and San Miguel Drive Pavement Rehabilitation projects, and the Evening Canyon Road Drainage Improvements project, and requests City Council approval to award the construction contract to All American Asphalt of Corona. This project will cold mill and overlay the existing pavement on East Coast Highway from Jamboree Road to MacArthur Boulevard, and San Miguel Drive from Newport Center Drive to MacArthur Boulevard, and will install new drainage improvements on Evening Canyon Road and Shorecliff Road. RECOMMENDATIONS: a) Find 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, because this project has no potential to have a significant effect on the environment; b) Approve Budget Amendment No. 24-047 appropriating $27,600 in new revenue and expenditures from Orange County Sanitation District to Account Nos. 13501-431075- 23R11 and 13501-980000-23R11, appropriating $1,079,359 in increased expenditures in Account No. 12101-980000-23R11 from Gas Tax unappropriated fund balance, appropriating $390,765 in increased expenditures in Account No. 12201- 980000-23R11 from Measure M unappropriated fund balance, appropriating $79,905 in increased expenditures in Account No. 12601-980000-23R11, and appropriating $76,616 in increased expenditures in Account No. 13701-980000-23R11 from unappropriated PCH Relinquishment Funds fund balance; c) Approve the project plans and specifications; d) Award Contract No. 8925-2 to All American Asphalt for the total bid price of $5,493,934.50 for the East Coast Highway and San Miguel Drive Pavement Rehabilitation and the Evening Canyon Road Drainage Improvements project, and authorize the Mayor and City Clerk to execute the contract; and 9-1 East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements — Award of Contract No. 8925-2 January 23, 2024 Page 2 e) Establish a contingency of $550,000 (approximately 10% of total bid) to cover the cost of unforeseen work not included in the original contract. DISCUSSION: At 10 a.m. on January 4, 2024, the City Clerk opened and read the following bids for this project: BIDDER TOTAL BID AMOUNT Low All American Asphalt $ 5,493,934.50 2nd R. J. Noble Company $ 5,819,525.00 3rd Excel Paving $ 6,289,860.00 The City of Newport Beach received three 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 3.7% above the Engineer's Estimate of $5,300,000. The difference between the low bid is most likely due to the continuing inflationary pressure in many of the unit prices for asphalt concrete and concrete bid items that have affected the construction industry for the last few years. The proposed project includes cold milling and overlaying the existing asphalt concrete street pavement with new rubberized asphalt concrete pavement; reconstructing deteriorated portions of the adjacent asphalt bike trail; reconstructing deteriorated concrete sidewalks, curbs, gutters, and access ramps; adjusting utility boxes to grade; installing new slot drains; installing new traffic signs; restriping the pavement; and other appurtenant items of work. Pursuant to the contract specifications, the contractor will have 80 consecutive working days to complete the East Coast Highway and San Miguel Drive pavement rehabilitation work and 40 additional working days for the Evening Canyon drainage improvements. Work is scheduled to start in March in order to complete the nighttime paving operation in the summer, during warmer months. This pavement rehabilitation project may cause some public inconvenience due to heavy traffic volumes on East Coast Highway. Staff will provide regular construction updates throughout the project and will install temporary message boards to inform the public, as well as to encourage drivers to use alternate routes. Night work is proposed for the cold milling and the paving operation. This project is part of the State's CalRecycle Rubberized Grant Program. The program promotes the use of rubberized asphalt concrete made from recycled waste tires generated in California. It aims to decrease the adverse environmental impacts created by disposing of and stockpiling tires. Through CalRecycle, the City will be reimbursed up to $7 per ton of rubberized asphalt concrete used on the project. 9-2 East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements — Award of Contract No. 8925-2 January 23, 2024 Page 3 The project plans and specifications will be available for review at the January 23, 2024 City Council meeting or upon request. FISCAL IMPACT: Sufficient funding is available from current year project savings and unappropriated restricted funds to fully fund this contract. The following funds will be expended: Account Description General Fund CIP Gas Tax Measure M Fund S131 RMRA Fund PCH Relinquishment Fund OCSD Reimbursement Fund CalRecycle Grant Fund Measure M Fund Neighborhood Enhancement Water Capital Fund Wastewater Enterprise Account Number 01 201927-980000-23R1 1 12101-980000-23R11 12201-980000-23R11 12601-980000-23R11 13701-980000-23R11 13501-980000-23R11 13501-980000-23R02 12201-980000-23R13 53601-980000-23R13 70201-980000-24R09 71101-980000-24R09 Total: Proposed fund uses are as follows: Vendor Purpose All American Asphalt Construction Contract All American Asphalt Leighton Consulting, Inc Geotechnical Various Construction Contingency Materials Testing Printing & Incidentals Total: Amount 494,881 1,079,360 2,030,765 1,579,905 76,616 27,600 64,400 620,000 8,459 82,606 15,408 6,080,000 Amount $ 5,493,935 $ 550,000 $ 31,492 $ 4,573 $ 6,080,000 Gas Tax revenue is received through State imposed taxes on fuel and motor vehicle registration dedicated to transportation purposes. The Orange County Transportation Authority (OCTA) provides Measure M funding, generated through a'/z cent sales tax, to the City for transportation improvements projects. SB1 Road Maintenance & Rehabilitation Account (RMRA) revenues are state fuel and vehicle registration taxes imposed by the Road Repair and Accountability Act of 2017. The PCH Relinquishment funds were paid to the City by the State in 2004, for the City taking ownership of Pacific Coast Highway from Jamboree Road to Newport Coast Drive. Orange County Sanitation District (OCSD) will reimburse the City for improvements to its facilities. The Neighborhood Enhancement Fund is used for projects that enhance neighborhood aesthetics and functionality and is funded via surplus general funds. The Water and Wastewater Funds generate revenue primarily through water and sewer rates collected by service users. 9-3 East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements — Award of Contract No. 8925-2 January 23, 2024 Page 4 Staff recommends including $550,000 (approximately 10% of total bid) for contingency purposes and unforeseen conditions associated with construction. ENVIRONMENTAL REVIEW: Staff recommends the City Council find 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 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 — East Coast Highway and San Miguel Drive Attachment B — Location Map — Evening Canyon Road Attachment C — Budget Amendment ATTACHMENT B LIMITS OF WORK EVENING CANYON ROAD DRAINAGE IMPROVEMENTS LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8925-2 23R11 1 /23/24 ATTACHMENT C o � n u x L,Fp pH� Department: Public Works Requestor: Jessica Nguyen City of Newport Beach BUDGET AMENDMENT 2023-24 ONETIME: Flye, M Ida Approvals ❑ CITY MANAGER'S APPROVAL ONLY Finance Director: El COUNCIL APPROVAL REQUIRED i Citv Clerk: BA#: 24-047 Date ft Date appropriate funds from the current capital improvement program savings for Contract No. 8925-2 project 23R11. 0 from existing budget appropriations 0 from additional estimated revenues Q from unappropriated fund balance Fund # Org Object Project Description Increase or (Decrease) 5 135 13501 431075 23R11 CONTRIBUTIONS FUND CIP - OC SANITATION DST CONTRIB 27,600.00 SubtotalLs 27,600.00 ENDITURES Fund # Org Object Project Description Increase or (Decrease) $ 135 13501 980000 23R11 CONTRIBUTIONS FUND CIP - CIP EXPENDITURES FOR GL 27,600.00 121 12101 980000 23R11 STATE GAS TAX CIP - CIP EXPENDITURES FOR GL 1,079,359.00 122 12201 980000 23R11 MEASURE M CIP - CIP EXPENDITURES FOR GL 390,765.00 126 12601 980000 23R11 5B1 GAS TAX RMRA CIP - CIP EXPENDITURES FOR GL 79,905.00 137 13701 980000 231111 PCH RELINQUISHMENT CIP - CIP EXPENDITURES FOR GL 76,616.00 Subtotal $ 1,654,245.00 D BALANCE Fund # Object Description Increase or (Decrease) $ 121 300000 STATE GAS TAX FUND - FUND BALANCE CONTROL (1,079,359.00) 122 300000 MEASURE M FUND - FUND BALANCE CONTROL (390,765.00) 126 300000 SB1 GAS TAX RMRA FUND - FUND BALANCE CONTROL (79,905.00) 135 300000 CONTRIBUTIONS FUND - FUND BALANCE CONTROL 137 300000 PCH RELINQUI5HMENT - FUND BALANCE CONTROL (76,616.00) Subtotall $ (1,626,645.00)1 Fund Balance Change Required 9-7