HomeMy WebLinkAbout07 - CC-7 - Bristol St Projects, City Project No.16- - 1/17/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 17, 2017 ITEM NUMBER: CC -7
SUBJECT: BRISTOL STREET PROJECTS, FEDERAL PROJECT NOS. HSIPL-5312(093) AND
STPL-5312(100), CITY PROJECT NO. 16-20
DATE: JANUARY 5, 2017
FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTATION BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: BALTAZAR MEJIA, CITY ENGINEER,
(714) 754-5335
RECOMMENDATION:
1. Adopt plans, specifications, and working details for the Bristol Street Projects, City Project No.
16-20, consisting of:
Project A: Bristol Street Median Improvement Project, Federal Project No. HSIPL-5312(093);
Project B: Rehabilitation of Bristol Street and Bear Street, Federal Project No. STPL-5312(100);
Project C: Santa Ana Delhi Channel Diversion Project;
Project D: Traffic Signal Installation on Bristol Street; and
Project E: Storm Drain Improvements at Randolph Avenue.
2. Approve Budget Adjustment No. 17-008 in the amount of $940,912.00
3. Reject the bid submitted by Excel Paving, and award a contract for all five projects to the
apparent low bidder, Sully -Miller Contracting Corporation, in the amount of $4,979,439.05; and
4. Authorize the Mayor and the City Clerk to execute the Public Works Agreement.
BACKGROUND:
The Bristol Street Projects consist of five separate projects, all located on Bristol Street between
Newport Boulevard and the 1-405 Freeway, except for the Bear Street rehabilitation work. This
was combined as part of the Bristol Street rehabilitation project for grant funding purposes as
well as to provide for phasing of the work on two of the major northbound thoroughfares in the
City. Due to the funding criteria of Projects A and B, and to provide coordination for the
underground storm drain work, the five projects were bid jointly with a provision that the low
bidder for all five of the projects be selected for award of contract. The five projects are briefly
described below:
Project A: Bristol Street Median Improvement Project (Federal Project No. HSIPL-5312(093) -
construction of new medians and re -landscaping of the existing medians on Bristol Street
between 1-405 Freeway and Newport Boulevard;
Project B: Rehabilitation of Bristol Street and Bear Street (Federal Project No. STPL-5312(100)
- rehabilitation of the roadway after the construction of the Bristol Street median improvements;
Project C: Santa Ana Delhi Channel Diversion Project — a joint agency project to address water
quality and one of two phases of work along Bristol Street. This phase of work addresses the
underground work within the limits of the Bristol Street Arterial Pavement Maintenance limits;
Project D: Traffic Signal Installation on Bristol Street — provides pedestrian safety with a new
traffic signal at the LAB/CAMP and the modification of the traffic signal at Bristol/southbound
Newport; and
Project E: Storm Drain Improvements at Randolph Avenue - provides for drainage
improvements within the project limits and eliminates the cross gutter on the west side of Bristol
Street. This project was added to take advantage of the larger project and to prevent from
cutting into the new pavement if it were to be built in future years.
In April 2012, Public Services staff was successful in capturing Highway Safety Improvement
Program (HSIP) Cycle 5 grant funding for the implementation of raised, landscaped medians
along Bristol Street between Baker Street and Newport Boulevard. Bristol Street is a six lane,
major arterial with commercial development on both sides of the street. In order to enhance the
visual appearance and provide for improved channelization of vehicular traffic within the project
limits of Baker Street to Newport Boulevard, raised medians will be constructed in the area that
has a wide painted median and a new traffic signal will provide access to major retail centers
including The Lab and The Camp.
Bristol Street and Bear Street also qualified for the Regional Surface Transportation Program
(RSTP) for Arterial Pavement Management funding under a program administered by OCTA.
The funding program provides for pavement preservation, rehabilitation, and reconstruction
projects on the Master Plan of Arterial Highways. A maximum of $800,000 in grant funds was
obligated for the two streets.
The Santa Ana Delhi Channel Diversion project is a regional collaboration between the City of
Costa Mesa, City of Santa Ana, City of Newport Beach, County of Orange, Irvine Ranch Water
District, Orange County Water District, and the County of Orange Flood Control District to
improve the water quality in Newport Bay and to increase regional groundwater supplies by
diverting dry weather low -flow urban discharges from the Santa Ana -Delhi Channel into the
Orange County Sanitation District (OCSD) trunk sewer main for recycling. The agencies
involved in the funding also entered into a 25 -year agreement to design, build and maintain it.
The City of Santa Ana will be the lead agency for this project, assuming the role for the
coordination, design and administration. The project will also address surface water quality
issues in accordance with the Orange County Municipal Separate Storm Sewer System (MS4)
permit. Even though the primary intent of the diversion system is to address the current
Selenium Total Maximum Daily Load (TMDL) requirements, it will also address bacteria, trash,
toxics, metals, and nutrients and remove dry weather flow discharges to the Upper Newport Bay
from Santa Ana -Delhi Channel, and therefore, effectively reduce pollutant loads to the bay. The
work was separated into two segments to take advantage of the timing of the rehabilitation
project. The City of Santa Ana has already awarded a contract for the construction of the
segment between the south end of this project and the Santa Ana -Delhi Channel, including the
pumping station.
2
ANALYSIS:
The City Clerk received and opened five (5) bids for the Bristol Street Projects on December 8,
2016. However, the bid received from Excel Paving had bidding irregularities consisting of
omitted bid item prices for two items of work, omitted bid totals for the same two items of work,
and an omitted "Total Amount" for Project "D"; Traffic Signal Installation on Bristol Street. This
omission was reviewed by City staff and found it to be major error, making it impossible to
determine the final costs of their bid. Based on these findings, staff recommends that the bid
submitted by Excel Paving be rejected. Excel Paving has been notified of this determination.
The Engineer's estimate for all five of the Bristol Street projects was $5,000,192.00; and the
average of the four (4) bids received amounted to $5,339,170.83. The analysis of the bids
indicates that the apparent low bidder, Sully -Miller Contracting Corporation, is approximately
0.42% lower than the Engineer's estimate. The Bid Abstract is included as Attachment 1.
The license and references of Sully -Miller Contracting Corporation were checked and staff has
found them to be in good standing.
ALTERNATIVES CONSIDERED:
The alternative to this Council action would be to reject the bids and rebid all five of the projects.
Staff believes that re -advertising and rebidding the five projects will not result in lower bids and
may jeopardize the federal grants awarded to the City.
FISCAL REVIEW:
As previously stated, the Bristol Street Projects consist of five (5) separate projects that have
been combined to provide the most efficient way to perform the work while at the same time
minimizing impacts to the adjacent businesses and traveling public. Following is a detailed fiscal
review for each sub -project:
Project A: Bristol Street Median Improvement Project, Federal Project No. HSIPL-
5312(093). This project has been awarded a federal grant that reimburses up to $400,000.00 of
the constructions costs. The City recognized this grant in FY 14-15 and approved matching
funds from the Capital Outlay Fund in the amount of $475,000.00. With the total bid amount of
$1,226,536.75 plus a 10% contingency for unforeseen conditions, a Budget Adjustment
(Attachment 2) in the amount of $474,190.43 is required to complete the project. This Budget
Adjustment is proposed to be funded from Measure M fund balances.
Project B: Rehabilitation of Bristol Street and Bear Street, Federal Project No. STPL-
5312(100). This project has been awarded federal grants that reimburses up to $300,000.00 for
Bear Street and $500,000.00 for Bristol Street of the constructions costs. The City recognized
these grants in FY 15-16 and approved matching funds from the Measure M2 Fund in the
amount of $800,000.00. With the total bid amount of $1,794,994.30 plus a 10% contingency for
unforeseen conditions, a Budget Adjustment (Attachment 2) in the amount of $374,493.73 is
required to complete the project. This Budget Adjustment is proposed to be funded from
Measure M fund balances.
Project C: Santa Ana Delhi Channel Diversion Proiect. The City's share for the construction
and maintenance of this project amounts to $600,000.00 and was approved in FY 16-17 from
the Capital Outlay fund. Additional funding is being provided by the lead agency, the City of
Santa Ana, in the amount of $1.1 million. The total amount bid for this project is $1,321,938.00.
It should be noted that the original Cooperative Agreement between the City of Santa Ana and
the City of Costa Mesa has been amended to apply the $600,000.00 City share to the
construction, contingencies and construction management of this project. Any unused funds
3
will be paid to the City of Santa Ana to fulfill the City's share of the total Santa Ana -Delhi
Diversion project cost.
Project D: Traffic Signal Installation on Bristol Street. This project received an initial funding
allocation in the amount of $300,000.00 in FY 15-16 from the Gas Tax fund. With the total bid
amount of $357,600.00 plus a 10% contingency for unforeseen conditions, a Budget Adjustment
(Attachment 2) in the amount of $92,227.57 is required to complete the project. This Budget
Adjustment is proposed to be funded from Measure M fund balances.
Prosect E: Storm Drain Improvements at Randolph Avenue. This project is a non-
participating portion of the street rehabilitation project that is part of the City's Master Plan of
Drainage. The total bid amount of $278,370.00 plus a 10% contingency for unforeseen
conditions for a total amount of $306,207.00 will come from the Drainage Fee fund approved in
prior fiscal years.
LEGAL REVIEW:
Sully -Miller Contracting Company will furnish the necessary bonds and insurance, which will be
reviewed by the City Attorney's office. After the award; approval of the bonds and insurance;
and the subsequent execution of the contract, a "Notice to Proceed" will be issued.
CONCLUSION:
The City has received bids for the Bristol Street Projects, City Project No. 16-20, consisting of
Project A: Bristol Street Median Improvement Project, Federal Project No. HSIPL-5312(093);
Project B: Rehabilitation of Bristol Street and Bear Street, Federal Project No. STPL-5312(100);
Project C: Santa Ana Delhi Channel Diversion Project; Project D: Traffic Signal Installation on
Bristol Street; and Project E: Storm Drain Improvements at Randolph Avenue. Staff has
evaluated all the bids and recommends that the City Council approve Budget Adjustment No.
17-008; adopt the plans, specifications, and the working details for the five projects; reject the
bid submitted by Excel Paving; award a contract for all five projects to the apparent low bidder,
Sully -Miller Contracting Corporation in the amount of $4,979,439.05; and authorize the Mayor
and the City Clerk to execute the Public Works Agreement.
RAJA SETHURAMAN BALTAZAR MEJIA
Public Services Director City Engineer
ATTACHMENTS: "1" Bid Abstract
"2" Budget Adjustment No. 17-008 for $940,912
DISTRIBUTION: City Manager
Assistant City Manager
City Attorney
City Clerk
Staff
a]
ATTACHMENT 1
CITY OF COSTA MESA
DEPARTMENT OF PUBLIC SERVICES
BRISTOL STREET PROJECTS "A","B","C", "D", AND "E"
CITY PROJECT NO. 16-20
BID OPENING DATE: DECEMBER 8, 2016
BID OPENING RESULTS
Bidder
City
Total Base Bid
1. SULLY -MILLER CONTRACTING
COMPANY
BREA
$4,979,439.05
2. LONEROCK, INC.
IRVINE
$5,279,590.25
3. R.J NOBLE COMPANY
ORANGE
$5,519,115.00
4. ALL AMERICAN ASPHALT
CORONA
$5,578,539.00
Average $5,339,17UX3
Engineer's Estimate: $ 5,000,192.00
BID FROM PALP, INC DBA EXCEL PAVING COMPANY IS BEING REJECTED AS NON-RESPONSIVE
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BUDGET ADJUSTMENT AUTHORIZATION
Unit
CITY
Department
Public Services
DivisionSerial
Engineering
Number
17-008
Type of Transaction
Orclanization
Reason for Request:
❑ Revenue Estimate
® Expenditure Appropriation
Decrease
❑ Estimate Increase
❑ Intra -Departmental Transfer
To transfer $940,912 from various Citywide projects and
❑ Estimate DecreaseUndesignated
❑ Inter -Departmental Transfer
Fund Balance to the Bristol Street projects, as
50240
-
approved by the City Council at the January 17, 2017
® Source
Z Project -To -Project Transfer
meeting.
Z From Existing Budget Appropriations
❑ Appropriation Increase
414
❑ From Donations, Fees, or Grants
❑ Appropriation Decrease
300151
❑ From Unappropriated Fund Balance
-
CITY
Unit
Account
Name
Fund
Orclanization
Program
Project/Grant
Increase
Decrease
CITY
340295
Undesignated Fund Balance
414
90000
50240
-
-
$61,110
CITY
500000
CIP — Bristol Street Medians -Baker Newport
414
19200
30210
300151
$61,110
-
CITY
500000
CIP — Rehab Redhill Ave.
414
19200
30112
300147
-
$15,313
CITY
500000
CIP — Bristol Street Medians -Baker Newport
414
19200
30210
300151
$15,313
-
CITY
500000
CIP — Street Maintenance Citywide
414
19200
30112
400015
-
$135,860
CITY
500000
CIP — Bristol Street Medians -Baker Newport
414
19200
30210
300151
$135,860
-
CITY
340295
Undesignated Fund Balance
403
90000
50240
-
$246,509
CITY
500000
CIP — Bristol Street Medians -Baker Newport
403
19200
30210
300151
$246,509
-
CITY
500000
CIP — Pomona/Industrial WQBStorm Imp.
415
19200
30122
550017
-
$15,398
CITY
500000
CIP — Bristol Street Medians -Baker Newport
415
19200
30210
300151
$15,398
-
Department Authorization:
Recommendation: Z
Approval ❑
Disapproval
Reasons for Disapproval:
Department Director Date
Director
of Finance
Date
City Manager Action:
Budget Verification:
Z Approved ❑ Disapproved ❑
Not Required
The above information has been reviewed, is complete and accurate, and
the appropriations
and/or unappropriated funds are sufficient to support the request.
CEO
Date
Z Yes ❑ No
City Council Action:
Z Approved ❑
Disapproved ❑
Not Required
Budget Analyst Date
Date
a
a
2
M
Z
IV
Unit
CITY
Department
Public Services
Division
Engineering
Budget Adjustment No.:
17-008
Unit
Account
Name
Fund
Organization
Program
Pro ect/Grant
Increase Decrease
CITY
500000
CIP — Pomona/Industrial WQ &Storm Imp.
415
19200
30122
550017
- $374,493
CITY
500000
CIP — Bristol St and Bear St Rehab
415
19200
30112
300159
$374,493 -
CITY
500000
CIP — Pomona/Industrial WQ &Storm Imp.
415
19200
30122
550017
$92,229
CITY
500000
CIP — Bristol Street Medians -Baker Newport
415
19200
20111
300151
$92,229 -