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Home My WebLink About2017-02-14; City Council; ; Resolution authorizing the City Manager to execute a reimbursement agreement with Rancho Costera LLC for additional paving on El Camino Real associated with road improvements for Robertson Ranch West VillageCA Review .4.0*CA4CS:s.CITY COUNCIL '1441 Staff Report 44/Foge Meeting Date February 14, 2017 To:Mayor and City Council From:Kevin Crawford, City Managei1/4/ Staff Contact:Jason Geldert, Community & Economic Development jason.geldert@carlsbadca.gov or 760-602-2758 Subject Resolution authorizing the City Manager to execute a reimbursement agreement in an amount not-to-exceed $966,882 with Rancho Costera,LLC for additional paving on El Camino Real associated with road improvements for Robertson Ranch West Village,CT 13-03/CDP 11-10. Recommended Action Adopt a Resolution authorizing the City Manager to execute a reimbursement agreement in an amount not-to-exceed $966,882 with Rancho Costera,LLC for additional paving on El Camino Real associated with road improvements for Robertson Ranch West Village,CT 13-03/CDP 11-10. Executive Summary The developer of the Robertson Ranch West Village project,CT 13-03/CDP 11-10 (Project)is Rancho Costera,LLC (Developer).Among other items, the Developer is conditioned to add two new lanes, one each on the east and west sides, to the existing four lanes and construct new medians along El Camino Real between Cannon Road and Tamarack Avenue.Pavement overlay of the existing four lanes of El Camino Real is not required as work to be performed by the developer as part of the Project.The city was scheduled to overlay that same section of El Camino Real but chose to coordinate timing of the city's overlay with the Project, to avoid having a street recently paved by the city torn up again to put in utilities and new medians. City staff believes that having the Developer perform all the paving concurrently will be less costly to the city,will provide a more durable, smoother and aesthetically pleasing road surface and will be completed earlier than if the city were to contract separately after the Developer's work. The additional paving and associated work will be added to the Developer's contract with the paving company at an estimated cost of $966,882.The Developer is expected to complete all work within El Camino Real by mid-March, 2017. The Carlsbad Municipal Code does not delegate authority to staff to enter into a reimbursement agreement. Therefore,the action requested of the City Council is to direct the City Manager to execute the reimbursement agreement. Discussion On February 5, 2014, Planning Commission approved Resolution No. 7035, recommending approval for development of 308 single family lots,2 multi-family (apartment) lots, acommercial lot and open space lots over a 201-acre site known as Robertson Ranch West Village.On March 11, 2014, the City Council approved the project per City Council Resolution No.2014-014.The Developer was conditioned to construct various improvements necessary to support the project.Pursuant to condition No. 60(D) of Planning Commission Resolution No. 7035, Developer is required to widen El Camino Real, between Tamarack Avenue and Cannon Road, from the existing four lanes to a full six lanes by adding an additional lane on both the west and east sides,including construction of the center median. While the Robertson Ranch West Village project was under discretionary review and prior to final approval, the city was scheduled to overlay the pavement in that portion of El Camino Real as part of the city's pavement management program.City staff decided to delay the pavement overlay and coordinate the city's work with the pending work to be performed by the Developer on El Camino Real to avoid having a newly paved street torn up to construct a median and put in new utilities. The Developer's construction caused impacts to both sides of the roadway within the existing lanes. These impacts were a result of water, sewer and storm drain line trenching, median construction and road widening.City standards and approved plans require those areas affected to be repaved along with full paving of the widened sections.City staff believes it will be beneficial to restore the pavement over the full width of roadway concurrently with the Developer's work because the pavement would then have the same surface quality across the entire road width. The pavement would have the same life expectancy, the same maintenance schedule and identical driving surface. Additionally, authorizing this work with the Developer will result in less road construction delays,less city administrative time and city cost savings.The work that the Developer is responsible for, to restore the impacts from trenching within the existing paved area,is represented by a $48,893 credit to the grinding and paving item in the following table. The reimbursement agreement will provide for reimbursing the Developer for the additional paving costs and any contingency costs.The reimbursable paving cost is estimated to be $716,882.City staff is including an additional $250,000 for contingency items.The high contingency amount is due to the age of the road and the potential for unforeseen issues such as an unknown quantity of underlying subgrade repairs. Therefore, the reimbursement agreement would be for an amount not to exceed $966,882. The Developer is expected to complete all work within El Camino Real by mid -March, 2017. Fiscal Analysis The cost for the additional pavement restoration by the Developer is $966,882 including a $250,000 contingency.In comparison, the cost for pavement restoration through a separate city contract is $1,154,483 including a $250,000 contingency.Reimbursing the Developer is estimated to be $187,601 less than contracting separately.The following table compares costs of Developer •reimbursement and city contracting. City Reimbursement City Pavement Agreement Management Program Mobilization $0 $29,000 Repair allowance $135,100 $135,100 Grind and overlay $592,344 $592,344 Striping included $50,000 Traffic control $16,931 $56,631 Raise valves/mh/etc.$21,400 $21,400 Plans, Specs and Estimate N/A $8,000 Staff time $0 $12,008 Credit -$48,893 $0 Contingency $250,000 $250,000 Total $966,882 $1,154,483 There are sufficient funds available in the Pavement Management Program and no additional appropriation is needed.Pavement Management Program funds consist of non-jurisdictional fees (generated from trash haulers),Gas Tax funds, and TransNet-Local funds (available for drawdown from SANDAG). Next Steps upon approval of this resolution, the city will enter into a reimbursement agreement for additional paving with Rancho Costera,LLC (Developer).Once construction is completed and accepted by the city, to seek reimbursement,the Developer must follow audit procedures in the reimbursement agreement.Once an audit has been completed by the city,the Developer is eligible for reimbursement. Environmental Evaluation (CEQA) me Robertson Ranch west project was previously analyzed under a certified Environmental Impact Report,EIR 03-03 adopted December 2012 in connection with the Robertson Ranch Master Plan, MP 02-03D.Therefore, no additional CEQA analysis is required for this action. Public Notification N/A Exhibits 1.city Council Resolution authorizing the City Manager to execute a reimbursement agreement in an amount not-to-exceed $966,882 with Rancho Costera,LLC for additional paving on El Camino Real associated with road improvements for Robertson Ranch West Village,CT 13-03/CDP 11-10. 2.Location Map EXHIBIT 1 RESOLUTION NO. 2017-025 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA,AUTHORIZING THE CITY MANAGER TO EXECUTE A REIMBURSEMENT AGREEMENT WITH RANCHO COSTERA,LLC IN AN AMOUNT NOT TO EXCEED $966,882 FOR ADDITIONAL ASPHALT PAVING ASSOCIATED WITH EL CAMINO REAL ROAD IMPROVEMENTS FOR ROBERTSON RANCH WEST VILLAGE, CT 13-03/cDP 11-10 WHEREAS,on February 5,2014,Planning Commission approved Resolution 7035 recommending approval of Robertson Ranch West Village; and WHEREAS, Resolution 7035 includes conditions requiring the developer to widen El Camino Real from the existing four lanes to a full six lanes by adding an additional lane on both the west and east sides including construction of the center median between Cannon Road and Tamarack Avenue; and WHEREAS,the existing four lanes of El Camino Real were scheduled in 2012 to be repaved as part of the city's pavement management program; and WHEREAS,the pavement overlay of El Camino Real by the city was deferred to allow construction of the required Robertson Ranch West Village improvements; and WHERAS,Rancho Costera,LLC publicly bid the project per city requirements and are paying prevailing wages; and WHEREAS,Rancho Costera,LLC is now completing the required construction associated with the widening of El Camino Real; and WHEREAS,it is efficient, cost-effective and in the public interest to have the existing four lanes of El Camino Real repaved at the same time as the new outside lanes; and WHEREAS,staff has deemed it appropriate that the cost for the pavement restoration be shared by the city and Rancho Costera,LLC ;and WHEREAS,a reimbursement agreement in an amount not to exceed $966,882 between the city and Rancho Costera,LLC provides for reimbursement to Rancho Costera,LLC for additional paving costs; and WHEREAS,there are sufficient funds available in the Pavement Management Fund to reimburse for these additional paving costs. EXHIBIT 1 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 City Manager is authorized to execute a reimbursement agreement between the City of Carlsbad and Rancho Costera,LLC in an amount not to exceed $966,882 to provide additional asphalt paving and related work associated with El Camino Real road improvements for Robertson Ranch West Village,CT 10-03/CDP 11-10. PASSED,APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 14th day of February, 2017, by the following vote, to wit: AYES:M. Hall,K.Blackburn,C.Schumacher, M. Packard. NOES:None. ABSENT:M. Schumacher. iii A'HALL,Mayor )617:thOckY(D-1BARBENGLESON,City k (SEAL)‘`‘II3A11."11......... 04 -••-t1'14``..P4V - ‘.;.. ‘‘N‘ Exhibit 2 frN.\\ \ Er:• -•-\\7/(<4"s 4 \-77.iii ,1 . 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