HomeMy WebLinkAbout2016-09-27; City Council; ; Adopt resolution authorizing appropriation of additional construction contingency on El Camino Real road Widening and other improvements Project Nos. 3957, 3643, 6302, and 6303CITY COUNCIL
f Report
Meeting Date Sept. 27, 2016
To: Mayor and City Council
CA Review 115
From: Kevin Crawford, City Manage
Staff Contact: Casey Arndt, Municipal Projects Manager
CASEY.ARNDT@CARLSBADCA.GOV or 760-602-2764
Subject Adopt a Resolution authorizing the appropriation of additional
construction contingency on the El Camino Real Road Widening, Median
Improvements, Undergrounding Utilities, and Upgrading Traffic Signals,
Project Nos. 3957, 3643, 6302 & 6303.
Recommended Action
Adopt a Resolution authorizing the appropriation of additional construction contingency on the
El Camino Real Road Widening, Median Improvements, Undergrounding Utilities, and Upgrading
Traffic Signals, Project Nos. 3957, 3643, 6302 & 6303.
Executive Summary
On Aug. 26, 2014 the City Council approved Resolution 2014-205 to award a Contract of
$8,930,590 with a construction contingency of $1,339,589 to Los Angeles Engineering, Inc. Los
Angeles Engineering, Inc. began work on Dec. 4, 2014. The original construction contingency was
insufficient given the widely variable existing conditions and the amount of time which had
elapsed between initial design and commencement of construction.
Discussion
The subject project is widening El Camino Real from Tamarack Avenue to Chestnut Avenue. The
project will provide three lanes of travel in each direction, bike lanes, a new raised median, curb,
gutter and sidewalks, providing operational improvements and enhanced mobility. Additionally,
this project will remove the existing utility poles and place the facilities underground as part of
the Underground Utility District No. 19, which was formed by City Council on April 27, 2010. Both
traffic signals along El Camino Real at the intersections of Tamarack Avenue and Chestnut Avenue
will be upgraded. This project obtained easements from adjacent property owners,
environmental clearance, and regulatory agency permits to construct these improvements.
The project began design in 2005 pursuant to a contract with Berryman & Henigar, Inc. The start
of construction was delayed until 2014 because Berryman & Henigar, Inc. was purchased by
Bureau Veritas which slowed the completion of the design, as well as staff turnover. During the
nine year design period, the asphalt pavement deteriorated prior to the start of construction,
discovery of culturally significant artifacts, existence of unidentified subgrade deficiencies, as well
as a multitude of design issues that required changes to nearly every element of the project.
Project contingencies, by nature, are intended to facilitate the real-time mitigation of
constructability issues typical of roadway construction via minor revision, adjustment, and
Item #3 September 27, 2016 Page 1 of 13
modification of project plans, and are inadequate to support the design revisions determined to
be necessary during the execution of this project.
Drought requirements initiated a necessary change to the landscaping irrigation originally
designed for the project. City staff completed the design and received a proposal from Los
Angeles Engineering, Inc. to install the recycled water line as a change order to their existing
contract. On Jan. 12, 2016 City Council authorized a Change Order and additional contingency of
$447,529 for the installation of the recycled water line by Resolution No. 2016-010.
Culturally sensitive material was encountered during the initial grading and excavation of the
project. Staff worked in conjunction with the designated Most Likely Descendent, represented
by Saving Sacred Sites, to assess and determine the necessary efforts consistent with Council
Policy 83 (Tribal Cultural Resource Protection). Staff prepared a Request for Proposals outlining
the scope of work necessary for the archeological recovery and processing of material. A
Professional Services Agreement was awarded to Atkins North America, Inc. and additional funds
were appropriated in the amount of $662,633 by City Council via Resolution 2016-054.
The culturally sensitive material encountered during exploratory excavation of the project caused
several delays to the progress of the project. Additional excavation and sorting of the material
was required prior to completing the necessary improvements. The project impacts have not
been fully realized because there are several more weeks of processing material that need to be
completed.
Unacceptable subsurface conditions were encountered during construction of the drainage
systems along the eastern boundary of the project. The unsuitable material had to be removed
and disposed of causing increased construction costs and schedule impacts.
Undocumented fill containing large amounts of debris were encountered during the grading
operations of the slope in the northeast portion of the project. Geotechnical reports identified
debris up to 15 feet in depth. However, debris was encountered more than 30 feet in depth. The
discovery of the additional debris caused increases in cost and construction time.
Traffic had to be diverted onto the existing paved median area in order to construct the eastern
half of the roadway. The existing paved median immediately failed under traffic because it was
not originally constructed to withhold a traffic load. The contractor was required to perform
emergency repairs in order to maintain traffic. The repairs caused increases to cost and
construction time. Additional appropriations are required to perform additional roadway
subgrade analysis, and perform additional work to construct the roadway to be stable enough to
perform under heavy traffic loads for the anticipated life expectancy.
Due to the number and extent of unforeseen changes to the project there have been large
expenditures to the construction contingency and extended the schedule of the project.
Therefore, staff is requesting additional construction contingency to complete the project.
Item #3 September 27, 2016 Page 2 of 13
Fiscal Analysis
This project is funded with Traffic Impact Fees, TransNet funds, Public Facilities Fee funds and
Infrastructure Replacement funds. The project budget and current expenditures and
encumbrances are shown in the table below. An additional appropriation of $600,000 is being
requested from the Traffic Impact Fees at this time to fund the required increase of construction
contingency. Funds are available in the Traffic Impact Fees to support this request.
EL CAMINO REAL ROAD WIDENING - TAMARACK AVENUE TO CHESTNUT AVENUE
CURRENT APPROPRIATION BY FUNDING SOURCE
Traffic Impact Fees & TransNet — 3957 $12,833,908
Public Facilities Fees - 3643 $540,937
Infrastructure Replacement - 6302 & 6303 $476,000
TOTAL $13,850,845
EXPENDITURES/ENCUMBRANCES TO DATE
Design $1,441,756
Construction Management & Inspection $1,862,038
Construction Contract-Los Angeles Engineering, Inc. $8,930,590
Construction Contract Contingency $1,339,589
Environmental $193,772
Property Acquisition $83,100
TOTAL $13,850,845
AVAILABLE PROJECT BALANCE $0
PREVIOUS ADDITIONAL APPROPRIATIONS
1/12/16 Increase for Recycled Water Line -5208 $497,529
3/22/16 Archeological Services & Bird Monitoring — Gas Tax $662,633
NEW APPROPRIATION REQUEST
Construction Contingency $600,000
TOTAL APPROPRIATION REQUESTED $600,000
Next Steps
Complete construction and return to City Council with a recommendation to accept the project
as complete and file a Notice of Completion.
Environmental Evaluation (CEQA)
A Mitigated Negative Declaration (MND) and Mitigation Monitoring and Reporting Program were
prepared for the El Camino Real Road Widening project (CDP 07-22 / HDP 07-02 / SUP 07-04 /
HMP 07-08) and this project is within the scope of the MND. The Notice of Intent to adopt an
MND was published in the newspaper Nov. 1, 2007, and sent to the County Clerk's Office for a
30-day public period. The MND was adopted by the Planning Commission on June 3, 2009 in
compliance with the California Environmental Quality Act (CEQA) Guidelines Section 15074.
Item #3 September 27, 2016 Page 3 of 13
Climate Action Plan Consistency
This project/action is a continuation of a project/action started prior to CAP adoption in
September 2015. However, several features of this project will help decrease GHG emissions
such as improved traffic flow and congestion relief, as well as installation of new LED lights. The
project will also increase water quality with the installation of several storm water treatment
structures.
Public Notification
None Required.
Exhibits
1. Resolution authorizing the appropriation of additional construction contingency on the
El Camino Real Road Widening, Median Improvements, Undergrounding utilities, and
Upgrading Traffic Signals, Project Nos. 3957, 3643, 6302 & 6303.
Item #3 September 27, 2016 Page 4 of 13
RESOLUTION NO. 2016-197
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE APPROPRIATION OF ADDITIONAL
CONSTRUCTION CONTINGENCY ON THEEL CAMINO REAL ROAD WIDENING,
MEDIAN IMPROVEMENTS, UNDERGROUNDING UTILITIES, AND UPGRADING
TRAFFIC SIGNALS, PROJECT NOS. 3957, 3643, 6302 & 6303.
EXHIBIT 1
WHEREAS, by Resolution No. 2014-205 dated Aug. 26, 2014, the City Council accepted the bid
of $8,930,590 submitted by Los Angeles Engineering, Inc. and authorized the Mayor to execute the
Contract for the construction of El Camino Real Widening, Median Improvements, Undergrounding
Utilities, and Upgrading Traffic Signals, Project Nos. 3957, 3643, 6302, 6303; and
WHEREAS, Resolution No. 2014-205 authorized the City Manager to approve construction
Change Orders up to the contingency amount of $1,339,589 to Los Angeles Engineering, Inc. for the of
El Camino Real Widening, Median Improvements, Undergrounding Utilities, and Upgrading Traffic
Signals, Project Nos. 3957, 3643, 6302, 6303; and
WHEREAS, the City of Carlsbad and Los Angeles Engineering, Inc. entered into an Agreement for
furnishing of all labor, materials, tools, equipment, transportation, and other expenses necessary or
incidental to the El Camino Real Widening, Median Improvements, Undergrounding Utilities, and
Upgrading Traffic Signals, Project Nos. 3957, 3643, 6302, 6303; and
WHEREAS, in response to drought conditions and water restrictions arising since the project
was designed, the City Council increased the contingency by $447,529 by Resolution No. 2016-010
dated Jan. 12, 2016, to allow for the installation of a recycled water line to irrigate the roadside
landscaping; and
WHEREAS, in response to the need for archaeological recovery and processing services, the City
Council increased the contingency by $662,633 by Resolution No. 2016-054 dated March 22, 2016, to
allow for the installation of a recycled water line to irrigate the roadside landscaping; and
WHEREAS, the original contingency amount of $1,339,589 would be exceeded by executing
future Change Orders necessary to complete the project; and
WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary,
desirable, and in the public interest to increase the construction contingency for the El Camino Real
Widening, Median Improvements, Undergrounding Utilities, and Upgrading Traffic Signals, Project Nos.
3957,3643,630~6303by$60~00~and
Item #3 September 27, 2016 Page 5 of 13
EXHIBIT 1
WHEREAS, sufficient funding for said increase is available for the remaining construction of the
project from the Traffic Impact Fees account budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the Administrative Services Director is authorized to appropriate $600,000 from
funds available in the Traffic Impact Fees Fund.
3. That the City Manager is hereby authorized to approve Construction Change Orders up
to the new contingency amount of $2,387,118 with Los Angeles Engineering, Inc. for the
of El Camino Real Widening, Median Improvements, Undergrounding Utilities, and
Upgrading Traffic Signals, Project Nos. 3957, 3643, 6302, 6303.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 27th day of September, 2016, by the following vote, to wit:
AYES: Hall, Wood, Schumacher, Blackburn, Packard.
NOES: None.
ABSENT: None.
MATI HALL, Mayor
~~ BARBARA ENG LEsoN,CitVCierk
(SEAL)
Item #3 September 27, 2016 Page 6 of 13
Casey Arndt
Sept. 27, 2016
Agenda Item No. 3
El Camino Real Widening
Request for Additional Construction Contingency
Item #3 September 27, 2016 Page 7 of 13
CIP Project Location
Item #3 September 27, 2016 Page 8 of 13
CIP Project Changes
•Unsuitable material discovered during grading
•Existing substandard pavement sections
•Cultural resource support
•Project schedule changes
Item #3 September 27, 2016 Page 9 of 13
CIP Project Schedule
•Paving through the end of September
•Striping to be completed by Oct. 7, 2016
•Median planting through mid-October 2016
•Substantial completion by end of October
Item #3 September 27, 2016 Page 10 of 13
Private Development Project Location
Item #3 September 27, 2016 Page 11 of 13
Private Development Project Schedule
•Complete median storm drain mid-October
•Complete median construction mid-November
•Complete landscaping mid-December
•Asphalt paving scheduled late December
•Substantial Completion January 2017
Item #3 September 27, 2016 Page 12 of 13
Recommendation
Adopt a resolution authorizing the appropriation
of additional construction contingency on the El
Camino Real Widening, Median Improvements,
Undergrounding Utilities, and Upgrading Traffic
Signals, Project Nos. 3957, 3643, 6302, & 6303.
Item #3 September 27, 2016 Page 13 of 13