February 11, 2025
Agenda Item No. 4
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, Principal Civil Engineer - 949-644-3315, [email protected] TITLE:
East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements – Notice of Completion for Contract No. 8925-2 (23R11) ABSTRACT:
On January 23, 2024, the City Council awarded Contract No. 8925-2 for the East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements project to All American Asphalt. The project milled and overlayed the existing pavement on East Coast Highway from Jamboree Road to MacArthur Boulevard and San Miguel Drive from Newport Center Drive to MacArthur Boulevard, and installed new drainage improvements on Evening Canyon Road and Shorecliff Road. The work is now complete and staff requests City Council acceptance and close out of the contract.
RECOMMENDATION:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded Contract Amount
Final Total Contract Amount
Total Contract Change Amount
Percent Contract Cost Change
$5,493,934.50
$5,968,019.29
+$474,084.79
+8.63%
Allowed Contract Time + Approved Extensions (Days) =
165
Actual Time Used (Days)
165
This project included cold milling and overlaying the existing asphalt concrete pavement on East Coast Highway from Jamboree Road to MacArthur Boulevard and San Miguel Drive from Newport Center Drive to MacArthur Boulevard; reconstructing deteriorated portions of the adjacent asphalt bike trail, reconstructing deteriorated concrete sidewalks, curbs, gutters, and access ramps; adjusting utility boxes to grade; installing new slot drains on Evening Canyon Road and Shorecliff Road; installing new traffic signs; restriping the pavement; and other appurtenant items of work.
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:
$
5,493,934.50
Actual Cost of Bid Items Constructed:
$
5,021,684.20
Total Change Orders:
$
946,335.09
Final Contract Cost:
$
5,968,019.29
The final total contract amount was $5,968,019.29, which was approximately 8.63% higher than the original bid amount. This cost increase was primarily due to two change orders. The first change order was for cold milling and overlaying the asphalt concrete pavement on Evening Canyon Road and Shorecliff Road. The City recently completed water main and storm drain improvements on these two streets. Pavement restoration was required following the water main improvements. The second change order was for adding in necessary pavement rehabilitation work at the intersections of Jamboree Road at Bristol Street North and South. The pavement in this area was significantly deteriorated and needed immediate repair.
A summary of the project schedule milestones is as follows:
Estimated Start of Construction per Annual Baseline Schedule March 4, 2024
Actual Start of Construction Per Notice to Proceed
March 14, 2024
Estimated Completion per Annual Baseline Schedule
August 23, 2024
Substantial Completion Date Inclusive of Extra Work
November 4, 2024
The contractor was allowed additional time to coordinate construction activities between the water main improvements, the new slot drain installation, concrete repairs and repaving Jamboree Road, Evening Canyon Road and Shorecliff Road.
FISCAL IMPACT:
The East Coast Highway and San Miguel Drive pavement rehabilitation and Evening Canyon Road drainage improvements project was included within the Fiscal Year 2024-25 Capital Improvement Program (CIP) Budget. Funds for the construction contract were expended from the following accounts:
Account Description
Account Number
Amount
General Fund CIP
01201927-980000-23R11
$
490,308.50
PCH Relinquishment Fund
13701-980000-23R11
$
76,616.00
Gas Tax
12101-980000-23R11
$
1,079,359.00
General Fund – Additional Funding
01201927-980000-23R11
$
71,432.86
Measure M Fund
12201-980000-23R11
$
2,030,765.00
Measure M Fund
12201-980000-23R13
$
465,553.43
SB1 RMRA Fund
12601-980000-23R11
$
1,579,905.00
Neighborhood Enhancement
53601-980000-23R13
$
8,459.00
CalRecycle Grant Fund
13501-980000-23R02
$
62,223.00
Water Capital Fund
70201-980000-24R09
$
62,689.50
Wastewater Enterprise Fund
OCSD Contribution Fund
71101-980000-24R09
13501-980000-23R11
$
$
15,408.00
25,300.00
Total:
$
5,968,019.29
PCH Relinquishment funds were the reminder of a larger fund (with no restrictions but set aside for future roadway improvements) that were paid to the City of Newport Beach by the State in 2004 for taking ownership of Pacific Coast Highway from Jamboree Road to Newport Coast Drive. Gas Tax revenue is received through State-imposed taxes on fuel and motor vehicle registration dedicated to transportation purposes. The Orange County Transportation Authority provides Measure M funding, generated through a ½ cent sales tax, to the City for transportation improvement projects. SB1 Road Maintenance & Rehabilitation Account (RMRA) revenues are State fuel and vehicle registration taxes imposed by the Road Repair and Accountability Act of 2017. Neighborhood Enhancement funds are used for projects that enhance neighborhood aesthetics and functionality and are funded via surplus general funds. The CalRecycle Grant fund comes from the State’s CalRecycle Rubberized Grant Program, which promotes the use of rubberized asphalt concrete made from recycled waste tires generated in California. The program aims to decrease the adverse environmental impacts created by disposing and stockpiling waste tires. Through CalRecycle, the City will be reimbursed up to $7 per ton of rubberized asphalt concrete used on the project. The Water and Wastewater funds generate revenue primarily through water and wastewater rates collected by service users. The Orange County Sanitation District (OCSD) Contribution fund is a contribution from OCSD for improvements to its facilities.
ENVIRONMENTAL REVIEW:
On January 23, 2024, 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).
ATTACHMENTS:
Attachment A – Location Map – East Coast Highway and San Miguel Drive Attachment B – Location Map – Evening Canyon Road
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East Coast Highway and San Miguel Drive Pavement Rehabilitation and Evening Canyon Road Drainage Improvements – Notice of Completion February 11, 2025
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