HomeMy WebLinkAbout19 - CC-9 - Time Extension Request for the Arlington - 3/3/2015CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 3, 2015
ITEM NUMBER: CC -9
SUBJECT: TIME EXTENSION REQUEST FOR THE ARLINGTON DRIVE BIOSWALE AND DRY
WEATHER DIVERSION PROJECT
DATE: FEBRUARY 19, 2015
FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTATION ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR
BY:
FOR FURTHER INFORMATION CONTACT: FARIBA FAZELI, CITY ENGINEER,
(714) 754-5335
RECOMMENDATION:
Approve a request for a twenty-four month time extension request from the Orange County
Transportation Authority (OCTA) for the Arlington Drive Bioswale and Dry Weather Diversion
Project.
BACKGROUND:
On April 14, 2014, the City was successful in capturing $1,690,000 in Environmental Cleanup
funds to design and construct the Arlington Drive Bioswale and Dry Weather Diversion Project.
Funding for this grant program is provided by the County of Orange one-half cent sales tax for
transportation -related projects. The grant deadline for award of the construction contract is June
30, 2015.
ANALYSIS:
The project proposes construction of a linear park -like area with a vegetated bioswale and a multi-
purpose bike trail along the south side of Arlington Drive from Newport Frontage Road to Fairview
Road. Where feasible, Arlington Drive will be narrowed to two lanes, one lane on each direction.
The removal of asphalt will eliminate runoff caused by the impervious roadway, collect in the
bioswale, and infiltrate into the soil.
On July 1, 2014, the City Council awarded a Professional Services Agreement to Kabbara
Engineering to prepare the construction documents. To date, the survey work and geotechnical
investigation has been completed, and a preliminary layout of the proposed multi-purpose bike
trail and landscaping have been prepared.
Since this project is adjacent to the Orange County Fairgrounds, Costa Mesa High School, Davis
Elementary School, and is within the Mesa Del Mar neighborhood, several public meetings are
required to gather input from the affected stakeholders. Currently, staff is planning to present this
project to the OC Fairgrounds Board in their March meeting, followed by a meeting with NMUSD's
representatives in April, Mesa del Mar Neighborhood in May, and the Parks and Recreation
Commission in June.
The grant deadline for the award of the construction contract is June 30, 2015. OCTA will allow a
one-time delay request of up to 24 months.
It is expected that the Final Engineering for this project is to be completed by September 2015
and the construction contract to be awarded by the City Council by January 2016. Therefore, a
six month delay is more realistic. However, since OCTA will only allow a one-time delay request,
it is recommended to solicit the full 24 -month time extension in the event of unforeseen
circumstances which may cause additional delays.
ALTERNATIVES CONSIDERED:
Council could choose to not approve the full two-year time extension request. However, this
alternative is not recommended as it would jeopardize the grant funding.
FISCAL REVIEW:
The total cost for this project is estimated at $2,600,000. The grant amount is $1,690,000 and the
City's share is $910,000. In Fiscal year 2014-2015 the City Council allocated $2.09 million
($400,000 from Drainage Fees and $1.69 million recognizing the grant from Measure M2 Funds)
towards the design and construction of this project. In the upcoming Fiscal Year, staff will be
requesting the remaining $510,000 from Drainage Fees needed for the project.
LEGAL REVIEW:
No legal review is required.
CONCLUSION:
Staff was able to secure an M2 Environmental Cleanup, Tier 2 grant in the amount of $1.69 million
from OCTA. The grant deadline for award of the construction contract is June 30, 2015. In order
to conduct the required public meetings a time extension is required.
Therefore, it is recommended that the City Council approve a twenty-four month time extension
request from the Orange County Transportation Authority (OCTA) for the Arlington Drive Bioswale
and Dry Weather Diversion Project.
ERNESTO MUNOZ FARIBA FAZELI
Public Services Director City Engineer
DISTRIBUTION: Chief Executive Officer
Assistant Chief Executive Officer
City Attorney
City Clerk
Contract Administrator
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