April 23, 2024
Agenda Item No. 6
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
David A. Webb, Public Works Director - 949-644-3311, [email protected] PREPARED BY:
Andy Tran, Senior Civil Engineer - 949-644-3315, [email protected] TITLE:
Street Pavement Repair Program (Fiscal Years 2022-23 and 2023-24) (Project No. 24R03) – Notice of Completion for Contract No. 9379-1
ABSTRACT:
On November 14, 2023, the City Council awarded Contract No. 9379-1 for the Street Pavement Repair Program Fiscal Years 2022-23 and 2023-24 project to Hardy & Harper, Inc. of Lake Forest. The project removed and replaced deteriorated asphalt pavement at various locations in the Irvine Terrace, Corona del Mar, Shorecliffs, Dover Shores, Mariners and Bay Knolls communities. The work is now complete and staff requests City Council acceptance and close out of the contract.
RECOMMENDATIONS:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project; b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the Notice of Completion has been recorded in accordance with applicable portions of Civil Code; and c) Release Faithful Performance Bond one year after acceptance by the City Council.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded Contract Amount
Final Total Contract Amount
Total Contract Change Amount
Percent Contract Cost Change
$1,652,000.00
$1,816,452.74
$164,452.74
10%
Allowed Contract Time + Approved Extensions (Days) =
80 Actual Time Used (Days)
27 This project included removing and replacing areas of deteriorated asphalt pavement at various locations in the following communities: Irvine Terrace, Corona del Mar, Shorecliffs, Dover Shores, Mariners and Bay Knolls. These improvements were needed to prepare for the annual slurry seal program, which is in the same communities.
The contracted work has been completed to the satisfaction of the Public Works Department. A summary of the construction cost is as follows:
Original Bid Amount:
$
1,652,000.00
Actual Cost of Bid Items Constructed:
$
1,530,199.36
Total Change Orders:
$
286,253.38
Final Contract Cost:
$
1,816,452.74
The final total contract amount was $1,816,452.74, which was approximately 10% higher than the original bid amount. This cost increase was primarily due to additional pavement restoration efforts at the Newport Pier parking lot, and along Highland Drive and Galaxy Drive as directed by City staff. The additional pavement restoration was necessary due to this year’s winter rains and further deterioration.
A summary of the project schedule milestones is as follows:
Estimated Start of Construction per Annual Baseline Schedule November 23, 2023
Actual Start of Construction Per Notice to Proceed
January 2, 2024
Extended Contract Completion Date Inclusive of Extra Work May 3, 2024
Actual Substantial Construction Completion Date
February 16, 2024
The contractor was able to finish ahead of schedule by completing many of the smaller asphalt pavement restorations simultaneously and efficiently.
FISCAL IMPACT:
The Street Pavement Repair Program was included in the FY 2023-24 Capital Improvement Program (CIP) Budget. Funds for the construction contract were expended from the following accounts:
Account Description
Account Number
Amount
Gas Tax Fund
12101-980000-23R03
$
965,965.36
Gas Tax Fund
12101-980000-24R03
$
750,000.00
Neighborhood Enhancement Fund
53601-980000-21R03
$
10,715.00
General Fund
01201927-980000-22R03
$
15,283.16
General Fund
01201927-980000-24R03
$
36,989.22
Wastewater Enterprise Fund
71101-980000-23R09
$
16,800.00
Water Capital Fund
70201-980000-23R09
$
20,700.00
Total:
$
1,816,452.74
Gas Tax revenue is received through State-imposed taxes on fuel and motor vehicle registration dedicated to transportation purposes. The Neighborhood Enhancement Fund is used for projects that enhance neighborhood aesthetics and functionality and is funded via surplus general funds. The Water Capital Fund generates revenue primarily through water rates collected by service users. The Wastewater Enterprise Fund generates revenue primarily through wastewater rates collected by service users.
ENVIRONMENTAL REVIEW:
On November 14, 2023, the City Council found this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1 (maintenance of existing public facilities involving negligible or no expansion of use) 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 agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – Location Map
6-3
6-1
Street Pavement Repair Program (Fiscal Years 2022-23 and 2023-24) – Notice of Completion for Contract No. 9379-1
April 23, 2024
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