HomeMy WebLinkAboutC-5180 - Reimbursement Agreement for 15th Street Pavement Rehabilitation ProjectREIMBURSEMENT AGREEMENT
BETWEEN THE CITY OF COSTA MESA AND
THE CITY OF NEWPORT BEACH FOR
15TH STREET PAVEMENT REHABILITATION PROJECT
This Reimbursement Agreement ("Agreement") is made and entered into this
)Oftl day of UUI,V , 2012 ("Effective Date"), by and between the CITY OF
NEWPORT BEACH, a alifornia municipal corporation and charter city ("Newport Beach")
and the CITY OF COSTA MESA, a California municipal corporation and general law city
("Costa Mesa"):
RECITALS
A. The Newport Beach Capital Improvement Program (CIP) serves as a plan for the
provision of public improvements. Street improvements on 15th Street from Old
Newport Blvd. to Redlands Avenue are pavement improvements scheduled in
Newport Beach's CIP ("Project").
B. The boundary line between Newport Beach and Costa Mesa exists through the
center of 15th Street.
C. Newport Beach will take the lead on the Project and design, construct and manage
the administrative parts of the Project.
D. Costa Mesa agrees to reimburse Newport Beach for the portion of the design,
construction and administrative costs ("Costs") associated with the portion of the
Project that is within the City limits of Costa Mesa under the terms and conditions set
forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate sixty (60) days after the acceptance of the work performed on the Project by
Newport Beach and Costa Mesa or on July 1, 2013, whichever is sooner, unless terminated
earlier as set forth herein.
2. SCOPE
The terms and conditions of this Agreement shall provide the administrative and
funding responsibilities of the parties with regard to the Project.
3. PLANS
Newport Beach agrees that the Project shall be completed pursuant to approved
Project plans and specifications (the "Plans and Specifications") which shall be approved
by Newport Beach and Costa Mesa and used in awarding the construction contract. Prior
Reimbursement Agreement Page 1
to commencement of preparation of the Plans and Specifications, Newport Beach shall
submit its design engineer's proposal for the design of the Project. Costa Mesa will have a
period of five (5) calendar days from the submittal date of such design proposal to review
and either indicate its approval or request changes in writing. Newport Beach shall cause
its design engineer to review and respond to any requested changes made by Costa Mesa.
The Plans and Specifications shall be deemed to incorporate the applicable portions of the
guidelines established by Standard Specifications of Public Works Construction (2012
Edition with the latest supplements)
4. BIDDING AND AWARD
4.1 The parties agree that the Project includes the 15th Street right of way located
within the boundaries of Costa Mesa and shall be included in Newport Beach's contract
awarded for the Project. During the bidding process, Newport Beach shall deliver to Costa
Mesa one (1) complete set of the bid documents that includes the work in the Costa Mesa
right of way including all related addenda concurrently with the distribution thereof to
prospective bidders. Upon opening of bids by Newport Beach, Newport Beach will submit
the bids or a spread sheet summary of the bids to Costa Mesa. Costa Mesa will have a
period of ten (10) calendar days from its receipt of the bid results for review and approval of
bid item(s) submitted by the bidder identified to Costa Mesa by Newport Beach as Newport
Beach's proposed successful bidder. Newport Beach agrees that bids received shall be
subject to the written approval of Costa Mesa prior to award of the Project construction
contract(s); and further agrees that in the event Costa Mesa does not approve such bids,
either party may terminate this Agreement upon twenty-four (24) hours' prior written notice,
in which event Newport Beach shall have no further obligation to construct the
improvements in the Costa Mesa right of way, and Costa Mesa may elect to improve the
Costa Mesa right of way with its own contractor. Within ten (10) calendar days of
termination under this Section, Costa Mesa shall reimburse Newport Beach for all costs
incurred to date on behalf of Costa Mesa. If Costa Mesa approves of the bid item(s) of
Newport Beach's successful bidder, Newport Beach agrees to cause the Costa Mesa right
of way to be constructed as part of the contract awarded to such bidder.
4.2 The total estimated construction costs for the Costa Mesa right of way
improvements is One Hundred FifteenThousand and 00/100 Dollars ($115,000.00),
which includes a fifteen percent (15%) contingency to cover the cost of unforeseen
expenses, in accordance with the Engineer's project cost Estimate attached hereto as
Exhibit A. However, the actual amount to be reimbursed to Newport Beach by Costa Mesa
shall be based on the actual costs incurred by Newport Beach on Costa Mesa's behalf
under this Agreement.
4.3 Upon award of the construction contract, Newport Beach shall provide Costa
Mesa with one (1) original copy of the fully executed contract documents and one (1) copy
of the bid package received from the successful bidder.
5. DESIGN REVISIONS AND CHANGE ORDERS.
5.1 Costa Mesa agrees to reimburse Newport Beach for any change order(s) for
revision(s) requested by Costa Mesa or otherwise required to construct the Costa Mesa
Reimbursement Agreement Page 2
right of way. Unless required by an emergency, Newport Beach shall promptly furnish
Costa Mesa with copies of any proposed change order(s) to such contract within five (5)
working days of the initiation of the changed conditions to such contract, which shall be
subject to Costa Mesa approval if and to the extent the Costa Mesa right of way are
affected therefrom.
5.2 Costa Mesa shall promptly review proposed change order(s) and provide
Newport Beach with a response within five (5) working days or sooner of receiving
proposed change order(s) information from Newport Beach. Costa Mesa agrees not to
unreasonably cause delay(s) to the construction schedule of the Project in reviewing
proposed change order(s) for the Costa Mesa right of way. Notwithstanding any other
provision herein, any approval required to be given by Costa Mesa under this Section shall
be deemed given if no response to the Newport Beach's request for such approval is
received by the Newport Beach within eight (8) working days following the written request
for such approval unless, the parties agree otherwise in a writing executed by both parties.
6. REIMBURSEMENT
6.1 Costa Mesa agrees to reimburse NewportBeach for the following costs
(collectively, the "Costs"): (1) the actual costs of design, construction, compaction testing,
geotechnical services, permits, bonds, and legal fees (excluding the costs of preparation of
this Agreement) incurred by Newport Beach in connection with the design and construction
of the Costa Mesa right of way, plus (2) an administration fee which shall be equal to five
percent (5%) of the actual cost of construction of the Costa Mesa right of way and which
shall be deemed to cover all costs of project administration, including, but not limited to,
accounting and inspection.. Newport Beach shall keep a separate accounting of all Costs
incurred by Newport Beach in relation to the Costa Mesa right of way.
6.2 Within sixty (60) days of Costa Mesa's acceptance of the Costa Mesa right of
way as provided in Section 9, a final accounting of the Costs shall be made by Newport
Beach and submitted to Costa Mesa along with an invoice for the Costs and any supporting
documentation necessary to show the amounts which represent Costs of Costa Mesa right
of way improvements. Amounts paid pursuant to progress payment invoices shall be
subject to adjustment in the final accounting. Within thirty (30) calendar days of said final
accounting, Costa Mesa agrees to pay to Newport Beach the total amount of the Costs
due.
7. LAWS, ORDINANCES, RULES AND REGULATIONS
7.1 Newport Beach shall require in its contract for the improvement of the Costa
Mesa right of way that its contractor be fully informed of and comply with all laws,
ordinances, rules and regulations, including, but not limited to, all applicable requirements
of the California Labor Code, prevailing wage laws, the Construction Manual, and the Rules
and Regulations of Costa Mesa, in connection with the improvement of the Costa Mesa
right of way.
Reimbursement Agreement Page 3
8. INSPECTION
8.1 Costa Mesa shall have discretion as to all aspects of design and construction
of the Costa Mesa right of way improvements, and Costa Mesa shall be entitled to inspect
the construction of the Costa Mesa right of way improvements as it deems necessary to
assure compliance with the Plans and Specifications, including shop drawing review and
material inspection thereof. Costa Mesa will promptly notify Newport Beach of any portion
of the work on the Costa Mesa right of way which appears not to conform to the Plans and
Specifications. The determination of Costa Mesa as to conformity of the Costa Mesa right
of way with the Plans and Specifications shall be made in Costa Mesa's sole and absolute
discretion. Costa Mesa agrees not to unreasonably withhold its approval as to such
conformity of the Costa Mesa right of way with the Plans and Specifications. Newport
Beach shall require its contractor to construct the Costa Mesa right of way so that the
Costa Mesa right of way conforms to the Plans and Specifications.
9. ACCEPTANCE
Costa Mesa agrees to accept the Costa Mesa right of way improvements when the
Costa Mesa right of way improvements have been completed by Newport Beach in
accordance with all requirements of the Plans and Specifications, including any change
orders approved by Costa Mesa, or required due to emergency as provided in Section 5
hereof.
10.OWNERSHIP
It is mutually agreed between the parties hereto that notwithstanding the fact that
Newport Beach shall accomplish the construction of the Costa Mesa right of way
improvements subject to reimbursement, the Costa Mesa right of way improvements to be
completed hereunder, together with the necessary franchises, licenses, easements, rights
of way, and other privileges, shall at all times be subject to the applicable rates, rules and
regulations of Costa Mesa, as modified or amended from time to time. Newport Beach
hereby disclaims any interest in the Costa Mesa right of way and does hereby transfer and
assign to Costa Mesa any and all right, title, and interest it may have in the Costa Mesa
right of way. Costa Mesa shall own, operate and maintain the Costa Mesa right of way
following acceptance thereof.
11. INDEMNIFICATION
11.1 Newport Beach shall indemnify, defend and hold Costa Mesa, its officers,
agents, employees, and engineers harmless from any expense, liability or claim for death,
injury, loss, damage or expense to persons or property which may arise or is claimed to
have arisen during construction of the Costa Mesa right of way improvements as a result of
any work or action performed by Newport Beach or on behalf of Newport Beach, save and
except to the extent such expense, liability or claim is proximately caused in whole or in
part by any act, omission, or negligence of Costa Mesa, its officers, agents, employees or
engineers or by any act or omission for which Costa Mesa, its officers, agents, employees
or engineers are liable without fault.
Reimbursement Agreement Page 4
11.2 Costa Mesa shall indemnify, defend and hold Newport Beach, its officers,
agents, and employees, harmless from any expense, liability or claim for death, injury, loss,
damage or expense to persons or property which may arise or is claimed to have arisen
either (i) as a result of any acts performed by Costa Mesa, its officers, agents, or
employees, with respect to the Costa Mesa right of way improvements construction; or (ii)
following Costa Mesa acceptance of the Costa Mesa right of way, with respect to
maintenance and operation of the Costa Mesa right of way, save and except to the extent
such expense, liability or claim is proximately caused in whole or in part by any negligence
of Newport Beach, its officers, agents, employees or engineers, or by any act or omission
for which Newport Beach, its officers, agents, employees or engineers are liable without
fault.
12. INSURANCE AND BONDING
12.1 Newport Beach shall cause its contractor(s) to provide performance and
payment bonds for the construction of the Project and to obtain insurance coverage
sufficiently broad to insure the matters set forth in this Agreement and to include Costa
Mesa, its officers, agents, employees and engineers, as additional insureds on all
insurance policies that Newport Beach requires its contractor(s) to provide. As evidence of
such insurance coverage, Newport Beach shall, prior to commencement of construction of
the Project, provide Costa Mesa with certificates of insurance and insurance endorsements
from Newport Beach's contractor(s).
13. TERMINATION
13.1 Costa Mesa shall have the right to terminate this Agreement at any time,
subject to the provisions of this section, by providing five (5) business days' prior written
notice to Newport Beach, except as noted in Section 4.1. If at the request or direction of a
party other than Newport Beach, the construction of the Costa Mesa right of way
improvements is not accomplished or completed, Costa Mesa shall remain obligated for the
actual amount of the Costs incurred by Newport Beach to the date of termination.
13.2 If Newport Beach's Project is canceled or modified so as to eliminate the
necessity of the construction of the Costa Mesa right of way improvements, Newport Beach
shall have the right to terminate this Agreement and thereby terminate its obligation to
construct the Costa Mesa right of way improvements, by providing five (5) business days'
prior written notice to Costa Mesa. In such case, Costa Mesa will not be obligated for any
design or any other Costs incurred by Newport Beach. If Costa Mesa elects to construct
the Costa Mesa right of way improvements, Costa Mesa may, but shall not be obligated to,
acquire the design or other work from Newport Beach by separate agreement.
13.3 Either party may terminate this Agreement without cause upon seven (7)
calendar days notice, provided if Costa Mesa terminates this Agreement it shall reimburse
Newport Beach for costs incurred by Newport Beach on Costa Mesa's behalf to date.
14. NOTICE
14.1 Any notice or other written instrument required or permitted by this Agreement
to be given to either party shall be deemed received when personally served or twenty-four
Reimbursement Agreement Page 5
(24) hours after being deposited in the U.S. Mail, postage prepaid, registered or certified
and addressed as follows:
Costa Mesa: Attention: Ernesto Munoz, Director
Public Works Department
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Phone: (714) 754-5343
Newport Beach: Attn: Dave Webb, City Engineer
Public Works Department
City of Newport Beach
3300 Newport Boulevard
PO Box 1768
Newport Beach, CA 92658
Phone: (949) 644-3321
15. DEEMED APPROVAL
Except as otherwise provided, any approval required to be given by either party
pursuant to this Agreement shall be deemed given if no response to the party's request for
such approval is received by the requesting party within fifteen (15) calendar days following
the written request for such approval.
16.TIME OF PERFORMANCE
Each of the parties agrees to perform all conditions of this Agreement in a timely
manner reasonably necessary to carry out the spirit, intentions and objectives described in
this Agreement whether or not expressly prescribed herein and no consent, agreement,
approval, concurrence, decision, determination or action shall be unreasonably withheld by
either party.
17. STANDARD CONDITIONS
17.1 Compliance With all Laws. The parties shall at their own cost and expense
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted.
17.2 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach of
the same or any other term, covenant or condition contained herein, whether of the same
or a different character.
17.3 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
Reimbursement Agreement Page 6
17.4 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the exhibits attached hereto, the terms of this
Agreement shall govern.
17.5 Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
17.6 Amendments. This Agreement may be modified or amended only by a
written.,document executed by both parties and approved as to form by the City Attorney.
17.7 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
1:7.8 Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange.
17.9 No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
17.10 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
17.11 Authority. The persons executing this Agreement on behalf of the parties
hereto warrant that they are duly authorized to execute this Agreement on behalf of said
parties and that by so executing this Agreement the parties hereto are formally bound to
the provisions of this Agreement.
[SIGNATURES ON NEXT PAGE]
Reimbursement Agreement Page 7
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
CITY OF NEWPORT BEACH,
A Californ' iunicipal corporation
Date: /
By:
Nan6y Gar r
Mayor
ATTrrcr.
Dai
By:
Lei
City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: t� h -Y `/,Z --
BY: Z -'
By:
Aaron C. Har
City Attorney
ATTACHMENTS: Exhibit A:
CITY OF COSTA MESA,
A California municipal corporation
Date: /0-o /2 --
By. — —
Eric Bever
Mayor
ATTEST:
Date: 17- /,n--
_
'oRweu
By: 4,ut�
Brenda Green
Interim City Clerk
APPROVED AS TO FORM:
CITY ATTOF Y'S OFFICE
Date: 641 �Il�
Thombs Dia
5I7 City Attorney
[END OF SIGNATURES]
Engineer's Construction Cost Estimate
Reimbursement Agreement Page 8
EXHIBIT A
Reimbursement Agreement Page 9
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
TITLE: 15th Street Rehab. Const. Costs - Costa Mesa
CONTRACT NO.: 5077
Project Cost: $115,000.00
PROJECT MANAGER: Patrick Arciniega
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All American
ITEM
DESCRIPTION
QUANTITY
UNIT
AMOUNT
1
Mobilization & Demobilization
1.0
LS
$8,501.00
$4,250.50
2
Surveying Services
1.0
LS
$4,000.00
$1,600.00
3
Traffic Control
1.0
LS
$22,830.00
$11,415.00
4
Remove and Reconstruct Curb & Gutter per City of NB
LF
STD -182-L.
5
Remove and Reconstruct Sidewalk per City of NB STD-
SF
180-L.
6
Remove and Reconstruct Alley Approach per City of
SF
NB STD -142-L, Type A
7
Remove and Reconstruct Driveway per City of Costa
270
SF
$10.00
$2,700.00
Mesa STD DWG No. 514 & 811
8
Remove and Reconstruct Driveway per City of NB STD-
SF
162-L
9
Remove and Reconstruct Cross Gutter Apron per City
215
SF
$13.00
$2,795.00
of NB STD -185-L
10
1 Remove and Reconstruct School Entry
SF
11
Remove and Reconstruct Curb Access Ramp per City of
1
EA
$2,200.00
$2,200.00
NB STD -181-L
12
Remove Sidewalk and Construct Curb Access Ramp
EA
per City of NB STD -181-L
13
Remove Ramp and Construct Sidewalk per City of NB
SF
STD -180-L, Raise Existing Manhole to Grade
14
Prune Tree Root
EA
15
Install Root Barrier
LF
16
Cold Mill Asphalt Pavement (2" Depth)
30;890
SF
$0.101
$3,089.00
17
Cold Mill Asphalt Pavement (8" Depth)
840
1 SF
$0.881
$739.20
18
Construct AC Levelling Course Type III -B2 -PG 64-10 (1"
60
TN
$68.00
$4,080.00
Thick)
19
Construct 2" Thick Asphalt Pavement Overlay Course
404
TN
$80.00
$32,320.00
Type ARHM GG
20
Construct AC Base Course Type III -B2 -PG 64-10 (6"
33
TN
$68.00
$2,244.00
Thick)
21
lConstruct Median per Detail on Sheet 2 - 8"curb
LF
22
Construct Median per Detail on Sheet 2 - 6"curb
LF
23
Construct Median per Detail on Sheet 2 - Pavers
SF
24
Construct Sidewalk per City of NB STD -180-L
SF
25
Protect Existing Utility - Storm Drain Manhole. Raise
1
EA
$495.00
$495.00
to Grade as Required.
26
Protect Existing Utility - Sewer Manhole. Raise to
3
EA
$495.00
$1,485.00
Grade as Required.
27
Replace Existing Water Valve Box and Cover. Raise to
EA
Grade as Required.
28
Protect Existing Utility - Water Vault Lid. Raise to
EA
Grade as Required.
29
Traffic Striping & Signage
1
LS
$11,111.00
$2,222.20
30
As -Built Plans
1
LS
$500.001
$250.00
Subtotal
$71,884.90
Design
$25,000.00
Geotechnical
$4,000.00
Contingency
$10,733.38
5% Administration
$3,381.72
Project Cost -CM
$115,000.00
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
TITLE: 15th Street Rehab. Const. Costs - Newport Beach
CONTRACT NO.: 5077
Project Cost: $321,445.00
PROJECT MANAGER: Patrick Arciniega
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All American
ITEM
DESCRIPTION
QUANTITY
UNIT
AMOUNT
1
Mobilization & Demobilization
1.0
LS
$8,501.00
$4,250.50
2
Surveying Services
1.0
LS
$4,000.00
$2,400.00
3
Traffic Control
1.0
LS
$22,830.00
$11,415.00
4
Remove and Reconstruct Curb & Gutter per City of NB
STD -182-L.
40
LF
$38.00
$1,520.00
5
Remove and Reconstruct Sidewalk per City of NB STD-
180-L.
260
SF
$8.00
$2,080.00
6
Remove and Reconstruct Alley Approach per City of
NB STD -142-L, Type A
470
SF
$10.00
$4,700.00
7
Remove and Reconstruct Driveway per City of Costa
Mesa STD DWG No. 514 & 811
SF
8
Remove and Reconstruct Driveway per City of NB STD-
162-L
100
SF
$10.00
$1,000.00
9
Remove and Reconstruct Cross Gutter Apron per City
of NB STD -185-L
215
SF
$13.00
$2,795.00
10
Remove and Reconstruct School Entry
2,040
SF
$14.00
$28,560.00
11
Remove and Reconstruct Curb Access Ramp per City
of NB STD -181-L
8
EA
$2,200.00
$17,600.00
12
Remove Sidewalk and Construct Curb Access Ramp
per City of NB STD -181-L
1
EA
$2,200.00
$2,200.00
13
Remove Ramp and Construct Sidewalk per City of NB
STD -180-L, Raise Existing Manhole to Grade
100
SF
$10.00
$1,000.00
14
Prune Tree Root
1
EA
$600.00
$600.00
15
Install Root Barrier
20
LF
$3.00
$60.00
16
Cold Mill Asphalt Pavement (2" Depth)
44,410
SF
$0.10
$4,441.00
17
Cold Mill Asphalt Pavement (8" Depth)
14,860
SF
$0.88
$13,076.80
18
Construct AC Levelling Course Type III -B2 -PG 64-10 (1"
Thick)
TN
19
Construct 2" Thick Asphalt Pavement Overlay Course
Type ARHM GG
746
TN
$80.00
$59,680.00
20
Construct AC Base Course Type III -B2 -PG 64-10 (6"
Thick)
567
TN
$68.00
$38,556.00
21
Construct Median per Detail on Sheet 2 - 8"curb
100
LF
$25.00
$2,500.00
22
Construct Median per Detail on Sheet 2 - 6"curb
100
LF
$25.00
$2,500.00
23
Construct Median per Detail on Sheet 2 - Pavers
320
SF
$20.00
$6,400.00
24
Construct Sidewalk per City of NB STD -180-L
280
SF
$8.00
$2,240.00
25
Protect Existing Utility - Storm Drain Manhole. Raise
to Grade as Required.
1
EA
$495.00
$495.00
26
Protect Existing Utility - Sewer Manhole. Raise to
Grade as Required.
6
EA
$495.00
$2,970.00
27
Replace Existing Water Valve Box and Cover. Raise to
Grade as Required.
26
EA
$330.00
$8,580.00
28
Protect Existing Utility - Water Vault Lid. Raise to
Grade as Required.
2
EA
$330.00
$660.00
29
Traffic Striping & Signage
1
LS
$11,111.00
$8,888.80
30
As -Built Plans
1
LS
$500.00
$250.00
Subtotal
$231,418.10
Design
$37,445.00
Geotechnical
$6,000.00
Contingency
$35,223.52
5% Administration
$11,358.38
ProjectCost-NB
$321,445.00
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�a�WP�RT = CITY OF
INEWPORT BEACH
City CouncH Staff Report Agenda Item No. 4
July 10, 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: Patrick Arciniega, P.E., Senior Civil Engineer
APPROVED:ia
TITLE: 15th Street Rehabilitation Project — Old Newport Boulevard to
Redlands Avenue — Award of Contract No. 5077
lKl�
ABSTRACT:
Staff received favorable construction bids for the 15tt' Street Rehabilitation Project — Old
Newport Boulevard to Redlands Avenue and is requesting City Council's approval to
award the work to All American Asphalt.
RECOMMENDATIONS:
1. Approv Reimbursement Agreement ith the City of Costa Mesa and the City of
Newport eac ; an
2. Approve the project drawings and specifications; and
3. Award Contract No. 5077 to All American Asphalt for the total bid price of
$303,303.00 and authorize the Mayor and City Clerk to execute the contract; and
4. Establish a contingency of $45,000.00 (15 percent) to cover the cost of
unforeseen work not included in the original contract; and
5. Approve Budget Amendment No. 13BA- 002 recognizing new revenue
(reimbursement funds from the City of Costa Mesa) of $115,000.00 to
Contribution Fund 250 -4858 and appropriating $115,000.00 to Account No.
7251- C2002042.
FUNDING REQUIREMENTS:
Upon approval of the proposed Budget Amendment, there will be sufficient funding for
the award of this contract. The following funds will be expensed:
15th Street Rehabilitation Project — Old Newport Boulevard to Redlands Avenue —
Award of Contract No. 5077
July 10, 2012
Page 2
Proposed uses are as follows:
Account Description
Gas Tax
Contributions (City of Costa
Mesa)
Water Enterprise
Vendor
All American Asphalt
All American Asphalt
Geotechnical Services
Various
DISCUSSION:
Account Number
7181- C2002042
7251- C2002042
7511- C2002042
Total
Purpose
Construction Contract
Construction Contingency
Pavement Testing
Printing & Incidentals
Total
Amount
$ 234,303.00
$ 115,000.00
$ 10,000.00
$ 359,303.00
Amount
303,303.00
45,000.00
10,000.00
1,000.00
359.303.00.
The current Capital Improvement Program includes funds for the 15'h Street
Rehabilitation Project which is intended to repair deteriorated pavement conditions from
Old Newport Blvd. to Redlands Avenue, update access ramps to the elementary school
and correct excessive street crowning at the entrance to the school.
This project location shares the border between Newport Beach and Costa Mesa.
Newport Beach has taken the lead role in design of this project and will also be the lead
during construction. Staff has coordinated with Costa Mesa Public Services staff
throughout the development of this project. Costa Mesa has reviewed the plans
construction estimate, cooperative agreement and bids. Per the cooperative agreement
Costa Mesa will reimburse Newport Beach for improvements to their City within this
contract. This agreement also includes five percent (5 %) of Costa Mesa's total project
cost to cover administrative costs related to their construction effort.
At 10:00 A.M. on June 21, 2012, the City Clerk opened and read the following bids for
this project:
BIDDER
Low All American Asphalt
2 RJ Noble
3 Nobest Inc.
4 EBS
5 Hardy & Harper, Inc.
6 Palp Inc, dba Excel Paving, Inc.
TOTAL BID AMOUNT
$303,303.00
$321,870.50
$328,000.00
$328,732.00
$345,000.00
$353,814.00
I.
15th Street Rehabilitation Project — Old Newport Boulevard to Redlands Avenue —
Award of Contract No. 5077
July 10, 2012
Page 3
The low total bid amount is 25.7 percent below the Engineer's Estimate of $408,000.00.
The low bidder, All American Asphalt possesses a California State Contractors License
Classification "A" as required by the project specifications. A check of the contractor's
references indicates satisfactory completion of similar projects for other public agencies.
The work necessary to complete this contract consists of distributing construction
notices to affected businesses, construction surveying, removing existing pavement,
reconstructing curb and gutter, sidewalk, curb access ramps, adjusting utility and survey
facilities, repaving streets and other incidental items of work necessary to complete the
work in place. Pursuant to the Contract Specifications, the Contractor will have 30
consecutive working days to complete the work.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act ( "CEQX) pursuant to Section 15301 (c) (minor alterations of
existing public facilities with negligible expansion of the facilities) 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 Notice Inviting Bids for this project was advertised in the City's official publication
and in construction industry publications. Approximately two weeks prior to starting
work, a City prepared notice will be distributed by the contractor to businesses within
the project limits advising them of the pending work. Additionally, a second notice will
be distributed by the contractor to businesses a few days before work will start adjacent
to their property.
Attachment: A. Location Map
B. City of Costa Mesa Reimbursement Agreement
C. Budget Amendment
J
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lu~i SANTA ANA AVE
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iSTMINSTER AVE
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SEE ABOVE RIGHT
15th STREET
NOT TO SCALE
CITY OF NEWPORT BEACH
MISCELLANEOUS PAVING PUBLIC WORKS DEPARTMENT
REPAIR PROJECT LIMITS DRAWN: JT SHT. 1 OF 7
DATE: 6/22/12 C -5077
I
REIMBURSEMENT AGREEMENT
BETWEEN THE CITY OF COSTA MESA AND
THE CITY OF NEWPORT BEACH FOR
15TH STREET PAVEMENT REHABILITATION PROJECT
This Reimbursement Agreement ( "Agreement ") is made and entered into this
day of 2012 ( "Effective Date "), by and between the CITY OF
NEWPORT BEACH, a California municipal corporation and charter city ( "Newport Beach ")
and the CITY OF COSTA MESA, a California municipal corporation and general law city
( "Costa Mesa "):
RECITALS
A.. The Newport Beach Capital Improvement Program (CIP) serves as a plan for the
provision of public improvements. Street improvements on 15th Street from Old
Newport Blvd. to Redlands Avenue are pavement improvements scheduled in
Newport Beach's CIP ( "Project ").
B. The boundary line between Newport. Beach and Costa Mesa exists through the
center of 15th Street.
C. Newport Beach will take the lead on the Project and design, construct and manage
the administrative parts of the Project.
D. Costa Mesa agrees to reimburse Newport Beach for the portion of the design,
construction and administrative costs ( "Costs') associated with the portion of the
Project that is within the City limits of Costa Mesa under the terms and conditions set
forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate sixty (60) days after the acceptance of the work performed on the Project by
Newport Beach and Costa Mesa or on July 1, 2013, whichever is sooner, unless terminated
earlier as set forth herein.
2. SCOPE
The terms and conditions of this Agreement shall provide the administrative and
funding responsibilities of the parties with regard to the Project.
M:J1F\►E
Newport Beach agrees that the Project shall be completed pursuant to approved
Project plans and specifications (the "Plans and Specifications ") which shall be approved
by Newport Beach and Costa Mesa and used in awarding the construction contract. Prior
Reimbursement Agreement Page 1
to commencement of preparation of the Plans and Specifications, Newport Beach shall
submit its design engineer's proposal for the design of the Project. Costa Mesa will have a
period of five (5) calendar days from the submittal date of such design proposal to review
and either indicate its approval or request changes in writing. Newport Beach shall cause
its design engineer to review and respond to any requested changes made by Costa Mesa.
The Plans and Specifications shall be deemed to incorporate the applicable portions of the
guidelines established by Standard Specifications of Public Works Construction (2012
Edition with the latest supplements)
4. BIDDING AND AWARD
4.1 The parties agree that the Project includes the 15th Street right of way located
within the boundaries of Costa Mesa and shall be included in Newport Beach's contract
awarded for the Project. During the bidding process, Newport Beach shall deliver to Costa
Mesa one (1) complete set of the bid documents that includes the work in the Costa Mesa
right of way 'including all related addenda concurrently with the distribution thereof to
prospective bidders. Upon opening of bids by Newport Beach, Newport Beach will submit
the bids or a spread sheet summary of the bids to Costa Mesa. Costa Mesa will have a
period of ten (10) calendar days from its receipt of the bid results for review and approval of
bid item(s) submitted by the bidder identified to Costa Mesa by Newport Beach as Newport
Beach's proposed successful bidder. Newport Beach agrees that bids received shall be
subject to the written approval of Costa Mesa prior to award of the Project construction
contract(s); and further agrees that in the event Costa Mesa does not approve such bids,
either party may terminate this Agreement upon twenty -four (24) hours' prior written notice,
in which event Newport Beach shall have no further obligation to construct the
improvements in the Costa Mesa right of way, and Costa Mesa may elect to improve the
Costa Mesa right of way with its own contractor. Within ten (10) calendar days of
termination under this Section, Costa Mesa shall reimburse Newport Beach for all costs
incurred to date on behalf of Costa Mesa. If Costa Mesa approves of the bid item(s) of
Newport Beach's successful bidder, Newport Beach agrees to cause the Costa Mesa right
of way to be constructed as part of the contract awarded to such bidder.
4.2 The total estimated construction costs for the Costa Mesa right of way
improvements is One Hundred FifteenThousand and 001100 Dollars ($115,000.00),
which includes a fifteen percent (15 %) contingency to cover the cost of unforeseen
expenses, in accordance with the Engineer's project cost Estimate attached hereto as
Exhibit A. However, the actual amount to be reimbursed to Newport Beach by Costa Mesa
shall be based on the actual costs incurred by Newport Beach on Costa Mesa's behalf
under this Agreement.
4.3 Upon award of the construction contract, Newport Beach shall provide Costa
Mesa with one (1) original copy of the fully executed contract documents and one (1) copy
of the bid package received from the successful bidder.
5. DESIGN REVISIONS AND CHANGE ORDERS.
5.1 Costa Mesa agrees to reimburse Newport Beach for any change order(s) for
revision(s) requested by Costa Mesa or otherwise required to construct the. Costa Mesa
Reimbursement Agreement Page 2
0
right of way. Unless required by an emergency, Newport Beach shall promptly fumish
Costa Mesa with copies of any proposed change order(s) to such contract within five (5)
working days of the initiation of the changed conditions to such contract, which shall be
subject to Costa Mesa approval if and to the extent the Costa Mesa right of way are
affected therefrom.
5.2 Costa Mesa shall promptly review proposed change order(s) and provide
Newport =Beach with a response within five (5) working days or sooner of receiving
proposed tchange order(s) information from Newport Beach. Costa Mesa agrees not to
unreasonably cause delay(s) to the construction schedule of the Project in reviewing
proposed .change order(s) for the Costa Mesa right of way. Notwithstanding any other
provision herein, any approval required to be given by Costa Mesa under this Section shall
be deemed given if no response to the Newport .Reach's request for such approval is
received .by the Newport Beach within eight (8) :working days following the written request
for such approval unless, the parties agree othe�'rwise in ai'w�iting executed by both parties.
6. REIMBURSEMENT
6.1 Costa Mesa agrees to reimburse Newport' Beach for the following costs
(collectively, the "Costs "): (1) the actual costs of design, construction, compaction testing,
geotechnical services, permits, bonds, and legal fees (excluding the costs of preparation of
this Agreement) incurred by Newport Beach in connection with the design and construction
of the Costa Mesa right of way, plus (2) an administration fee which shall be equal to five
percent (5 %) of the actual cost of construction of the Costa Mesa right of way and which
shall be deemed to cover all costs of project administration, including, but not limited to,
accounting and inspection.. Newport Beach shall keep a separate accounting of all Costs
incurred by Newport Beach in relation to the Costa Mesa right of way.
6.2 Within sixty (60) days of Costa Mesa's acceptance of the Costa Mesa right of
way as provided in Section 9, a final accounting of the Costs shall be made by Newport
Beach and submitted to Costa Mesa along with an invoice for the Costs and any supporting
documentation necessary to show the amounts which represent Costs of Costa Mesa right
of way improvements. Amounts paid pursuant to progress payment invoices shall be
subject to adjustment in the final accounting. Within thirty (30) calendar days of said final
accounting, Costa Mesa agrees to pay to Newport Beach the total amount of the Costs
due.
7. LAWS, ORDINANCES, RULES AND REGULATIONS
7.1 Newport Beach shall require in its contract for the improvement of the Costa
Mesa right of way that its contractor be fully informed of and comply with all laws,
ordinances, rules and regulations, including, but not limited to, all applicable requirements
of the California Labor Code, prevailing wage laws, the Construction Manual, and the Rules
and Regulations of Costa Mesa, in connection with the improvement of the Costa Mesa
right of way.
Reimbursement Agreement Page 3
r5
8. INSPECTION
8.1 Costa Mesa shall have discretion as to all aspects of design and construction
of the Costa Mesa right of way improvements, and Costa Mesa shall be entitled to inspect
the construction of the Costa Mesa right of way improvements as it deems necessary to
assure compliance with the Plans and Specifications, including shop drawing review and
material inspection thereof. Costa Mesa will promptly notify Newport Beach of any portion
of the work on the Costa Mesa right of way which appears not to conform to the Plans and
Specifications. The determination of Costa Mesa as to conformity of the Costa Mesa right
of way with the Plans and Specifications shall be made in Costa Mesa's sole and absolute
discretion. Costa Mesa agrees not to unreasonably withhold its approval as to such
conformity of the Costa Mesa right of way with the Plans and Specifications. Newport
Beach shall require its contractor to construct the Costa Mesa right of way so that the
Costa Mesa right of way conforms to the Plans and Specifications.
9. ACCEPTANCE
Costa Mesa agrees to accept the Costa Mesa right of way improvements when the
Costa Mesa right of way improvements have been completed by Newport Beach in
accordance with all requirements of the Plans and Specifications, including any change
orders approved by Costa Mesa, or required due to emergency as provided in Section 5
hereof.
10.OWNERSHIP
It is mutually agreed between the parties hereto that notwithstanding the fact that
Newport Beach shall accomplish the construction of the Costa Mesa right of way
improvements subject to reimbursements the Costa Mesa right of way improvements to be
completed hereunder, together with the necessary franchises, licenses, easements, rights
of way, and other privileges, shall at all times be subject to the applicable rates, rules and
regulations of Costa Mesa, as modified or amended from time to time. Newport Beach
hereby disclaims any interest in the Costa Mesa right of way and does hereby transfer and
assign to Costa Mesa any and all right, title, and interest it may have in the Costa Mesa
right of way. Costa Mesa shall own, operate and maintain the Costa Mesa right of way
following acceptance thereof.
11. INDEMNIFICATION
11.1 Newport Beach shall indemnify, defend and hold Costa Mesa, its officers,
agents, employees, and engineers harmless from any expense, liability or claim for death,
injury, loss, damage or expense to persons or property which may arise or is claimed to
have arisen during construction of the Costa Mesa right of way improvements as a result of
any work or action performed by Newport Beach or on behalf of Newport Beach, save and
except to the extent such expense, liability or claim is proximately caused in whole or in
part by any act, omission, or negligence of Costa Mesa, its officers, agents, employees or
engineers or by any act or omission for which Costa Mesa, its officers, agents, employees
or engineers are liable without fault.
Reimbursement Agreement Page 4
10
11.2 Costa Mesa shall indemnify, defend and hold Newport Beach, its officers,
agents, and employees, harmless from any expense, liability or claim for death, injury, loss,
damage or expense to persons or property which may arise or is claimed to have arisen
either (i) as a result of any acts performed by Costa Mesa, its officers, agents, or
employees, with respect to the Costa Mesa right of way improvements construction; or (ii)
following Costa Mesa acceptance of the Costa Mesa right of way, with respect to
maintenance and operation of the Costa-Mesa right of way, save and except to the extent
such expense, liability or claim is proximately caused in whole or in part by any negligence
of Newport Beach; its officers, agents, employees or engineers, or by any act or omission
for which Newport Beach, its officers, agents, employees or engineers are liable without
fault.
12.INSURANCE AND BONDING
12.1 Newport Beach shall cause its contractors) to provide performance and
payment bonds for the construction of 'the Project and to obtain insurance coverage
sufficiently broad to insure the matters set forth in this Agreement and to include Costa
Mesa, its officers, agents, employees and englneers, as additional insureds on all
insurance policies that Newport Beach requires its contractor(s) to provide. As evidence of
such insurance coverage; Newport Beach shall, prior to commencement of construction of
the Project, provide Costa Mesa with certificates of insurance and insurance endorsements
from Newport Beach's contractor(s).
13.TERMINATION
13.1 Costa Mesa shall have the right to terminate this Agreement at any time,
subject to the provisions of this section, by providing five (5) business days' prior written
notice to Newport Beach, except as noted in Section 4.1. If at the requesf or direction of a
party other than Newport Beach, the construction 'of the Costa Mesa right of way
improvements is not accomplished or completed, Costa Mesa shall remain obligated for the
actual amount of the Costs incurred by Newport Beach to the date of termination.
13.2 If Newport Beach's Project is canceled or modified so as to eliminate the
necessity of the construction of the Costa Mesa right of way improvements, Newport Beach
shall have the right to terminate this Agreement and thereby terminate its obligation to
construct the Costa Mesa right of way improvements, by providing five (5) business days'
prior written notice to Costa Mesa. In such case, Costa Mesa will not be obligated for any
design or any other Costs incurred by Newport Beach. If Costa Mesa elects to construct
the Costa Mesa right of way improvements, Costa Mesa may, but shall not be obligated to,
acquire the design or other work from Newport Beach by separate agreement.
13.3 Either party may terminate this Agreement without cause upon seven (7)
calendar days notice, provided if Costa Mesa terminates this Agreement it shall reimburse
Newport Beach for costs incurred by Newport Beach on Costa Mesa's behalf to date.
14.NOTICE
14.1 Any notice or other written instrument required or permitted by this Agreement
to be given to either party shall be deemed received when personally served or twenty -four
Reimbursement Agreement Page 5
(24) hours after being deposited in the U.S. Mail, postage prepaid, registered or certified
and addressed as follows:
Costa Mesa: Attention: Ernesto Munoz, Director
Public Works Department
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Phone: (714) 754 -5343
Newport Beach: Attn: Dave Webb, City Engineer.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
PO Box 1768
Newport Beach, CA 92658
Phone: (949) 644 -3321
15. DEEMED APPROVAL
Except as otherwise provided, any approval required to be given by either party
pursuant to this Agreement shall be deemed given if no response to the party's request for
such approval is received by the requesting party within fifteen (15) calendar days following
the written request for such approval.
16.TIME OF PERFORMANCE
Each of the parties agrees to perform all conditions of this Agreement in a timely
manner reasonably necessary to carry out the spirit, intentions and objectives described in
this Agreement whether or not expressly prescribed herein and no consent, agreement,
approval, concurrence, decision, determination or action shall be unreasonably withheld by
either party.
17.STANDARD CONDITIONS
17.1 Compliance With all Laws. The parties shall at their own cost and expense
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted.
17.2 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be .a waiver of any subsequent breach of
the same or any other term, covenant or condition contained herein, whether of the same
or a different character.
17.3 Inteorated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
Reimbursement Agreement Page 6
Ni
17.4 Conflicts or Inconsistencies. .In the event there are any conflicts or
inconsistencies between this Agreement and the exhibits attached hereto, the terms of this
Agreement shall govern.
17.5 Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
17.6 Amendments. This Agreement may be modified or amended only by a
written document executed by both parties and approved as to form by the City Attorney.
17.7 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
17.8 Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange.
17.9 No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
17.10 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
17.11 Authori . The persons executing this Agreement on behalf of the parties
hereto warrant that they are duly authorized to execute this Agreement on behalf of said
parties and that by so executing this Agreement the parties hereto are formally bound to
the provisions of this Agreement.
[SIGNATURES ON NEXT PAGE]
Reimbursement Agreement
Page 7
0
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
CITY OF NEWPORT BEACH,
A California municipal corporation
By:
Nancy Gardner
Mayor
ATTEST:
Date:
By:
Leilani I. Brown
City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
n� +o• (� /77/I?r-
CITY OF COSTA MESA,
A California municipal corporation
Eric Bever
Mayor
ATTEST:
Date:
By:
Brenda Green
Interim City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
By: u /�' /' l larl By:
Aaron C. Harp �v Thomas Duarte
City Attorney r City Attorney
[END OF SIGNATURES]
ATTACHMENTS: Exhibit A: Engineer's Construction Cost Estimate
Reimbursement Agreement Page 8
u.
EXHIBIT A
Reimbursement Agreement
Page 9
N
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
TM.E 15th Street Rehabilitation TOTAL CONSMUC11ON CAST
COMPACT NO: 5077
ENGINEERS fSRMATE: $408,6eo.00
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