HomeMy WebLinkAbout12 - C-3587-BA-040 - Traffic Signal & Roadway Improvements on Newport Coast Drive at Sage Hill School=1 I'JEQ AFTER AGENDA
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Addendum to Agenda Item No. \;I,
January 28, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Richard M. Edmonston, P.E.
949 - 644 -3311
rdmonston@city.newport-beach.ca.us
SUBJECT: ADDENDUM TO SAGE HILL TRAFFIC SIGNAL AND ROADWAY
IMPROVEMENTS ON NEWPORT COAST DRIVE AT SAGE HILL
SCHOOL REPORT
DISCUSSION: The initial staff report did not discuss why the buget amendment
requests substantially more money than the amount of the contract to be awarded. This
project was inadvertently left out of the CIP budget approved by the City Council in June
of 2002 even though work on the project was underway as early as February 2002.
The access for Sage Hill School was approved by the County of Orange with an
acknowledgement that it might not be adequate and would be subject to further review
at the time the School completed construction of all the buildings on the campus.
Shortly after the School opened, it was clear that left -turn access to the site was limited
and potentially unsafe.
Students and staff approaching the school from the north must drive past the school
and make a U -turn. The School was required to construct the signalized U -turn at San
Joaquin Hills Road, but that location is over half a mile away. Most of the drivers make
the U -turn at the currently unsignalized intersection of the access road to the Bonita
Canyon Landfill site. Traffic leaving the school must make a right turn and then a U -turn
and many are choosing to make this turn through the existing dirt median.
Due to the minimal experience drivers have in gauging approaching traffic with speeds
as high as found on Newport Coast Drive, it was decided that some form of signalized
controls was highly desirable to increase the safety of those using the School. As an
interim measure, a flashing beacon with a warning sign was installed facing northbound
traffic on Newport Coast Drive.
Staff retained a consultant to begin design and initiated discussions with both Sage Hill
School and The Irvine Company to solicit funding participation for the improvements.
Sage Hill School provided a letter agreeing to reimburse the City for 25% of the costs,
SUBJECT: Name of Contract. Contract No. xxxx - Completion And Acceptance
Date
Page 2
and asked to make three installment payments beginning two years after the project is
complete.
No agreement on financial participation was reached with The Irvine Company despite
the fact that more than $3,000,000 is included for the widening of Newport Coast Drive
from San Joaquin Hills Road to the Toll Road (including the signal at the landfill) in
Assessment District No. 01 -1 approved by the County last March.
The design of the improvements took longer than anticipated due to the lack of available
"As Built" plans for Newport Coast Drive, including numerous underground utility
systems. Because of this delay, it was decided to pre -order the key components of the
traffic signals to shorten the contract time period. The signal poles often take up to four
months to fabricate and the controller cabinets can take two to three months for
delivery. Another cost that has been incurred was to pot hole the locations of the large
signal poles to make sure there were no utilities or other obstructions in the way. It was
determined to be cost effective to have the pot hole contractor install the pole
foundations at the same time.
The costs incurred to date are as follows:
Design
$14,400.00
Foundations
$11,544.00
Poles
$17,946.45
Cabinets
$48,037.38
Flashing Beacon
$ 1,727.23
Misc Expenses
$ 91.15
Total
$93,746.21
The signal poles were delivered this week and the controller cabinets are completed
and are ready for pick up by the Contractor. The delivery of these key components
allows the construction period to be reduced to 40 working days from issuance of the
Notice to Proceed. The project should be completed around the middle of April.
Prepared by:
Richard M. Edmonston, P.E.
Transportation & Development Services Manager
Submitted by:
Stephen G. Badum
Public Works Director
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CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 12
January 28, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, Junior Engineer
949 -644 -3311
bsommers @city.newport- beach.ca.us
SUBJECT: TRAFFIC SIGNAL AND ROADWAY IMPROVEMENTS ON NEWPORT
COAST DRIVE AT SAGE HILL SCHOOL - AWARD OF CONTRACT NO.
3587
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3587 to Hillcrest Contracting Incorporated for the Total Bid
Price of $161,930, and authorize the Mayor and the City Clerk to execute the
contract.
3. Establish an amount of $16,190 to cover the cost of unforeseen work.
4. Approve a Budget Amendment appropriating $300,000 from the unappropriated
balance of the Transportation and Circulation Fund to Account No. 7261 -
05200702.
DISCUSSION:
At 11:00 A.M on January 16, 2003, the City Clerk opened and read the following bids for
this project:
BIDDER
Low Ruiz Engineering Company
2 Hillcrest Contracting Incorporated
3 GMC Engineering Incorporated
4 R.J. Noble Company
5 Steiny and Company Incorporated
6 EC Construction Company
7 Pete & Sons Construction Incorporated
8 GCI Construction Incorporated
9 Macadee Electrical Construction
10 Inspection Engineering Construction
11 Beador Construction Company Incorporated
TOTAL BID AMOUNT
$160,496.30
$161,930.00
$166,326.00
$168,840,00
$169,176.90
$177,261.00
$181,845.00
$189,798.00
$194,860.00
$199,387.00
$217,300.00
Corrected Bid Amount is $166,906.90
Subject: TRAFFIC SIGNAL AND ROADWAY IMPROVEMENTS ON NEWPORT COAST DRIVE AT SAGE HILL
SCHOOL - AWARD OF CONTRACT NO. 3587
Date: January 28, 2003
Page: 2
The low total bid amount is 44 percent below the Engineers Estimate of $230,544. The
low bidder, Ruiz Engineering Company, possesses a Limited Specialty Classification
"A" contractors license as required by the project specifications.
The Ruiz Engineering Company bid packet has the following discrepancies:
• City required form for Bidders Bond not completed
• No percentage shown for work by subcontractors
• Unit price written in words does not match numerical unit price
• No written bid total
• No resume of superintendent
Due to the above discrepancies, Staff recommends regarding the low bid as
nonresponsive and awarding the contract to the second low bidder as the lowest
responsive bidder.
The second low total bid amount is 42 percent below the Engineers Estimate of
$230,544. The second low bidder, Hillcrest Contracting Incorporated, possesses a
Limited Specialty Classification "A" contractor's license as required by the project
specifications. Hillcrest Contracting Incorporated is currently the prime contractor on
the Balboa Village Improvements Phase 2 Project.
The Traffic Signal and Roadway Improvements on Newport Coast Drive at Sage Hill
School project consists of the following three main components:
1. Installation of a traffic signal at the Newport Coast Drive /Sage Hill Road
intersection.
2. Installation of a traffic signal at the Newport Coast Drive /Gas Recovery Plant
Access Road.
3. Roadway /Median Improvements to Newport Coast Drive from just north of the
Sage Hill School access to the Gas Recovery Plant access.
The traffic signal installation at the Newport Coast Drive /Sage Hill Road intersection will
facilitate egress of school traffic by stopping Newport Coast Drive traffic to allow
vehicles to exit the Sage Hill campus. Additionally, roadway /median improvements at
this location will allow vehicles to exit the Sage Hill campus as a left -tum to southbound
Newport Coast Drive, which is currently prohibited by a raised median.
The signal installation at the Newport Coast Drive /Gas Recovery Access Road
intersection will facilitate both entry to the Gas Recovery site and access to Sage Hill
High School by stopping northbound Newport Coast Drive traffic and creating a
protected left -tum /u -turn movement for southbound vehicles. Currently, southbound
vehicles are permitted to make a left -tum or u -turn at this location when a sufficient gap
Subject: TRAFFIC SIGNAL AND ROADWAY IMPROVEMENTS ON NEWPORT COAST DRIVE AT SAGE HILL
SCHOOL - AWARD OF CONTRACT NO. 3587
Date: January 28, 2003
Page: 3
in northbound Newport Coast Drive traffic exists. Additionally, this signal will control
traffic leaving the Bonita Canyon Landfill site.
As mentioned above, the contract will create a channel in the median at the Newport
Coast Drive /Sage Hill Road intersection to allow vehicles to exit the campus as a left -tum
to southbound Newport Center Drive. Southbound Newport Coast vehicles will continue
to be restricted from making a left -turn movement into the Sage Hill campus due to the
short traffic weaving distance between the northbound SR -73 off -ramp and Sage Hill
Road. Additionally, the existing dirt inside shoulder of northbound Newport Coast Drive
will be paved to match the existing travel -way. Proper signage and striping are included in
the contract.
Environmental Review:
Staff has determined that the project is exempt from CEQA as provided for in Section
15061(b)(3) of the Guidelines, because it can be seen with certainty that there is no
possibility that the project will have a significant effect on the environment. 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.
Public Notice: Not Applicable
Geotechnical /Survey Services: Not Applicable
Funding Availability:
There are sufficient funds available in the unappropriated balance of the Transportation
and Circulation Fund for this work. Upon approval of the Staff recommended Budget
Amendment, the funds will be available in Account No. 7261- C5200702 (Sage Hill
School Signal). The appropriation to this account will also be used for expenses
incurred by the City in preparation for this construction contract. These items include
signal design plans, conduit exploration, installation of foundations, controller cabinets,
battery backup units, and signal poles.
Pr p ed L)y
M
brad Sommers
Junior Engineer
Attachments: Project Location Map
Bid Summary
Sub d by:
Stephdn G. Badum
Public Works Director
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City of Newport Beach
BUDGET AMENDMENT
2002 -03
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
NO. BA- 040
AMOUNT: g3oo,o00.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations for the Traffic Signal and Roadway Improvements on Newport Coast Drive at
Sage Hill School, C -3587.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
260 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed:
Description
Circulation and Transportation
Description
Description
7261 Transportation and Circulation
C5200702 Sage Hill School Signal
Administrative Services Director
Administrative Approv&l: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$300,000.00
Automatic
$300,000.00
1 — ,21,0�?
Date
//—.o 3
to
Date