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HomeMy WebLinkAbout20 - CC-11 - Harbor Blvd/ Adams Ave Improvement Proj. - 7/1/2014CITY COUNCIL AGENDA REPORT MEETING DATE: JULY 1, 2014 ITEM NUMBER: SUBJECT: HARBOR BOULEVARD/ADAMS AVENUE IMPROVEMENT PROJECT - CONTRACT CHANGE ORDER DATE: JUNE 19, 2014 FROM: PUBLIC SERVICES DEPARTMENT/TRANSPORTATION SERVICES DIVISION PRESENTATION BY: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR FOR FURTHER INFORMATION CONTACT: RAJA SETHURAMAN, TRANSPORTATION SERVICES MANAGER, (714) 754-5032 RECOMMENDATIONS: 1. Approve Contract Change Order (CCO) in the amount of $478,000 for the Harbor Boulevard/Adams Avenue Improvement Project, City Project No. 13-09 (Attachment 1). 2. Approve Budget Adjustment - BA No. 14-030 (Attachment 2) in the amount of $100,000. 3. Authorize the Chief Executive Officer to execute the CCO. BACKGROUND: The Memorandum of Understanding (MOU) executed by the Orange County Transportation Authority (OCTA) and the Cities of Costa Mesa, Fountain Valley, and Huntington Beach for the Garfield Avenue/Gisler Avenue Bridge over the Santa Ana River included several improvements in each of the cities. A major improvement project identified by the City of Costa Mesa in this MOU is at the Harbor Boulevard/Adams Avenue intersection. The proposed improvements include the addition of a third eastbound left -turn lane, a second southbound right -turn lane, extension of the northbound left -turn lanes, relocation of the existing northbound bus stop on Harbor Boulevard north of the intersection, and aesthetic improvements including decorative crosswalks and sidewalks. These improvements will require widening at all four corners of the intersection and extensive modifications to the existing traffic signal. The design process for this project was substantially completed in 2012, and the City Council at their regular meeting of November 5, 2013 awarded the construction contract for this project to All American Asphalt, in response to their low bid of $2,737,737. ANALYSIS: Following the design completion of the Harbor Boulevard — Adams Avenue project, the City initiated design of another project — The Harbor Boulevard Beautification Project - to enhance landscaping and overall streetscape of Harbor Boulevard. The limits of the Beautification project, which was subsequently awarded and is currently under construction, are between Gisler Avenue and Baker Street. In order to continue the same level of aesthetic and landscape improvement along the boulevard, the City requested modifications to the Harbor Boulevard — Adams Avenue landscape plans from the designer. The proposed modifications include implementation of landscaped parkways between sidewalk and street, as well as enhanced landscaping in the median areas of Harbor Boulevard, and electrical improvements. The City requested the contractor to provide revised prices for implementation of the upgraded landscape and electrical plans. The total cost for the implementation of the new landscape plans is $358,000. City staff as well as the Construction Management consultant reviewed the revised construction cost and determined it is competitively priced and represents the best value that could be obtained from the contractor. In addition, these prices were also reviewed against the recent bid received for the Harbor Boulevard Beautification Project and were found to be consistent with the lowest bidder. During reconstruction of the medians on Harbor Boulevard, the contractor discovered a buried concrete road section at a depth of 22 inches, which required removal in order to accommodate the installation of the Southern California Edison (SCE) electric conduits for median street lights on Harbor Boulevard as well as the proposed landscaping. These unforeseen conditions as well as increased quantities for structural section removals in excess of those in the bid proposal will result in approximately $120,000 of additional work. As the proposed change order exceeds the 10 percent threshold established by Council Policy 700-1, City Council approval is required. The overall project cost, including the requested contract change order, will remain significantly below the Council -appropriated funding of $3,952,000. ALTERNATIVES CONSIDERED: The alternative to this Council action, would be to reject the CCO. However, this action will result in construction of landscape plans at a lower standard than the Harbor Boulevard Beautification Project currently underway, and may also require other scope reductions to accommodate additional costs resulting from unforeseen conditions. FISCAL REVIEW: Funding for the CCO will be derived from the Measure M2 and State -Local Partnership Program (SLPP) grants appropriated for the project as well as traffic impact fee funds. The attached budget adjustment (BA No. 14-030) appropriates $100,000 from traffic impact fee funds towards the CCO. The balance of this CCO will be covered through appropriated grant funds. LEGAL REVIEW: Legal review is not required for this item. CONCLUSION: All American Asphalt, the contractor for the Harbor Boulevard — Adams Avenue Improvement Project, is requesting a Contract Change Order request in the amount of $358,000 for the implementation of the enhanced landscape plans as well as $120,000 for additional structural roadway section removals not anticipated in the project bid. Staff recommends the City Council approval of the CCO, Budget Adjustment, and requests authorization for the Chief Executive Officer to execute the CCO. RAJA SETHURAMAN Transportation Services Manager STEPHEN DUNIVENT Interim Finance Director ERNESTO MUNOZ Public Services Director ATTACHMENTS: 1 Contract Change Order 2 Budget Adjustment — BA No. 14-030 DISTRIBUTION: Chief Executive Officer Assistant CEO City Attorney City Clerk Division Staff