HomeMy WebLinkAboutItem 17 - Amend CIP for First Street Slope Stabilization ProjectPublic Works Agency
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Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 16, 2024
TOPIC: First Street Slope Stabilization Project
AGENDA TITLE
Additional Contingency Funds in the Amount of $625,000 for an Existing Construction
Contract with EverLevel Holdings, LLC for the First Street Slope Stabilization Project
(Project No. 22-1341) (Revive Santa Ana Program)
RECOMMENDED ACTION
1. Approve an amendment to the Project Cost Analysis in the amount of $625,000 in
additional contingency funds for a new total estimated construction delivery cost of
$6,725,000.
2. Approve an amendment to the Fiscal Year 2024-25 Capital Improvement Program
to include $625,000 of American Rescue Plan Act (ARPA) funds for the First Street
Slope Stabilization Project (22-1341).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency is overseeing the construction of the First Street Slope
Stabilization Project (Project). The Project includes the installation of decorative
concrete along the slopes near the railroad undercrossing, new security fencing, and a
stormwater treatment device (Exhibit 1). The goal of the project is to improve water
quality and address stormwater pollution via the stabilization of the dirt slopes,
elimination of trespassing and encampments, and installation of a stormwater treatment
device. The project will also enhance the aesthetics of this important gateway to
Downtown Santa Ana.
On December 20, 2022, the City Council awarded a construction contract to EverLevel
Holdings, LLC for the First Street Slope Stabilization Project. The project is currently
under construction and is anticipated to be completed in September 2024. The original
contingency amount of $450,000 was utilized via change order #1 to deal with
unforeseen site conditions, install skate stoppers, widen the sidewalk by 18 inches for
ADA compliance, and facilitate other necessary changes triggered by the sidewalk
widening, such as the installation of new curb and gutter, and improvements to the
anchor wall (Exhibit 2). $625,000 of additional contingency funding is needed to
facilitate potential change orders on the northside slope so it is consistent with the
First Street Slope Stabilization Project
July 16, 2024
Page 2
southside slope, replace damaged curb and gutter, improve drainage around the
stormwater lift station, install additional security fencing, and deal with unforeseen site
conditions and unsuitable soil.
The recommended action will increase the project contingency by $625,000, thereby
increasing the total estimated construction delivery cost to $6,725,000, as indicated in
the Cost Analysis (Exhibit 3) and as summarized in the table below:
Project Item
Current Total
Additional
Funding
New Total
Construction Contract Bid Amount
$5,018,520
$0
$5,018,520
Construction Administration,
$581,000
$0
$581,000
Inspection, and Testing
Contract Contingencies
F$5-00,480
$625,000
$1,125,480
TOTAL ESTIMATED
$6
$625,000
$6,725,000
CONSTRUCTION DELIVERY COST
,100,000
FISCAL IMPACT
As indicated in the Cost Analysis, the total estimated construction delivery cost of the
project is $6,725,000, which includes the construction contract, contract administration,
inspection, testing, and an authorized contingency.
On December 20, 2022, City Council approved $5,600,000 of American Rescue Plan
Act (ARPA) funding for this project. On April 15, 2024, under City Manager
authorization, an additional $500,000 was allocated to this project. At this time, an
additional $625,000 of ARPA funding will be allocated to the contingency and added to
the FY 2024-25 CIP (Exhibit 4).
The following table summarizes funds budgeted and available in current FY 2024-25 for
expenditure to complete construction of this project. Any remaining balances not
expended at the end of the fiscal year will be presented to City Council for approval of
carryovers to FY 2025-26.
Fiscal
Accounting Unit -
Fund
Accounting Unit
Year
Account No.
Description
- Account No.
Amount
Project No.
Description
Original Project
Budget
American
ARPA-PWA,
2024-25
18117013-66220
Rescue Plan
Improvements
$6,100,000
(22-1341)
Act (ARPA)
Other Than
Buildings
Additional
Funding
First Street Slope Stabilization Project
July 16, 2024
Page 3
Fiscal
Accounting Unit -
Fund
Accounting Unit
Year
Account No.
Description
- Account No.
Amount
project No.
Description
American
ARPA-PWA,
2024-25
18117013-66220
Rescue Plan
Improvements
$625,000
(22-1341)
Act (ARPA)
Other Than
Buildings
Total
$6,725,000
EXHIBIT(S)
1. Location Map
2. Change Order #1
3. Cost Analysis
4. First Street Slope Project FY 2024-25 CIP Sheet
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Alvaro Nunez, Acting City Manager
EXHIBIT 1
Leg -end
II11u Project Location
J
:A I
Exhibit 1
SANTA ANA
P W A Project No. 22-1341
First Street Slope Stabilization
PUBLIC WORKS AGENCY
PUBLIC WORKS ,AGENCY
CONTRACT CHANCE ORDER
Project Number Project No. 22-1341 First Street Slope Stabilization Project Change Order Number
To Eyerl.evel Holdings, LLC Contractor
You are hereby directed to make the herein changes from the plans and specifications or do the following described work not included In the plans and
specifications on this contract.
NOTE; THIS CHANGE ORDER IS NOT EFFECTIVE UNTIL APPROVED BY THE CITY COUNCIL OR CITY MANAGER.
Unless otherwise stated, rates for rental of equipment cover only such time as equipment Is actually used and no allowance will be made for idle time.
.. Change requested by
JUSTIFICATION
PUBLIC WORKS AGENCY
1. To compensate the contractor for costs associated with discovery unforeseen 8" utility lines
in slope subgrade excavation and removal. (PCO No. 01).
TOTAL COST = $9,863.78 l
2. To compensate the contractor for casts associated with relocation of CMS boards per City's
request. (PCO No. 02).
TOTAL. COST = $623.42
3. To compensate the contractor for costs associated with additional traffic control as per City's
request including additional arrows and barricades. (PCO No. 03).
TOTAL COST = $4,544.83 '.,/
4. To compensate the contractor for costs associated with removal of two abandoned telephone
poles on the South side of the slope. (PCO No. 04)
TOTAL COST = $2,517.55 /
5. To compensate the contractor for costs associated with additional potholing on SE slope
including backfill for all locations. (PCO No. 05).
TOTAL COST = $9,518.96 ,
6. To compensate the contractor for costs associated with backfill of anchor trench due to plan
change per City direction. (PCO No. 06).
TOTAL COST T $4,762,56
7. To compensate the contractor for costs associated with removal of backflow preventer and
capped line at the main per City's request. (PCO No. 07).
Page 1 of 4
TOTAL COST = $3,129.32 l
8. To compensate the contractor for costs associated with the stay form for the New Anchor Wall
design due to the widening of the sidewalk. (PCO No. 09).
TOTAL COST = $35,000.00 z
9. To compensate the contractor for costs associated with chipping down the PCC Pence Footing
on the Southeast slope where the existing black wrought iron fence was placed. (PCO No. 11).
TOTAL COST = $6,459.83 /
10. To compensate the contractor for costs associated with placing additional gravel base due to
variable retaining curb height on Southwest and Southeast slopes. Compaction of slope also
had also to be redone. (PCO No. 12).
TOTAL COST = $49,645.55
11. To compensate the contractor for costs associated with removing the existing sidewalk and
installing a new 18" widened sidewalk. (PCO No. 13).
TOTAL ESTIMATED COST = $200,700.00 !�
12. To compensate the contractor for costs associated with repairing the v-ditch on the south slope.
(PCO Na. 13.1).
TOTAL COST = $4,990.00
13. To compensate the contractor for costs associated with removal and replacement of the curb &
gutter on the South side of the slope, removal of the existing asphalt -concrete section adjacent
to the curb & gutter, placement of asphalt -concrete slot patch, and to furnish and install three
No. 6 Pull Boxes. (PCO No. 14).
TOTAL. COST = $85,574.89 V
14. To compensate the contractor for costs associated with installation skate preventative devices
on both the North and South retaining curbs. (PCO No. 15).
TOTAL COST = $49,174.00
15. To compensate the contractor for costs associated with crack repair and re -staining of the blue
River Lens. (PCO No. 16).
TOTAL COST = $65,191.57
16. To compensate the contractor for costs associated with installation of anti -graffiti coating on the
south anchor wall. (PCO No. 17). .
TOTAL COST = $10,$00,00
17. To compensate the contractorfor costs associated with providing a smooth and uniform finish
to south anchor wall (PCO No. 18).
TOTAL COST = $11,250.00
Page 2 of 4
18. To compensate the contractor for costs associated with chipping the bottom of the anchor wall
to facilitate the new, widened sidewalk (PCQ No. 19).
TOTAL. COST = $31,773.17
Delete Bid Item Quantities
Bid Item #12: Remove unused bid item quantities for Bid Item #12. Two Hundred linear Feet
was not used in the project @ $250.00 per linear Feet.
TOTAL. CREDIT AMOUNT= ($50,000A0)
TOTAL AGREED CHANGE ORDER COST: $585,619.53
TOTAL AGREED CONTRACT INCRf Asl* COST: $636,519.53
Page 3 of 4
AT'
Project Number Pro
To Everl-evel Holdil
PUBLIC WORKS AGENCY
CONTRACT CHANGE ORDER
No. 22-1341 First Street Slope Stabilization Project Change Order Number 1
LLC Contractor
You are hereby directed to make the herein changes from the plans and specifications or do the following described work not included in the plans and
specifications on this contract.
NOTE; THIS CHANGE ORDER IS NOT EFFECTIVE UNTIL_ APPROVED BY THE CITY COUNCIL OR CITY MANAGER,
Unless otherwise staled, rates for rental of equipment cover onfy such time as equipment is actually used and no allowance will be made for idle time.
Change requested by PUBLIC WORKS AGENCY
The compensation both time and cost set forth in this change order comprises the total compensation
due the Contractor, all Subcontractors, and all Suppliers for all work performed per this change order,
including impact on unchanged work. By signing this change order, the Contractor acknowledges and
agrees on behalf of himself, all Subcontractors, and all Suppliers, that the stipulated compensation
includes payment for all work contained in this change order, plus all payment for interruption of
schedules, extended field overhead, home office overhead, profit, delay, and all impact, ripple effect or
cumulative impact on all other work under this Contract. The signing of this change order constitutes full
mutual accord and satisfaction for all changes and work performed on this project, and that the time and
cost paid per this change order constitutes the total equitable adjustments owed the Contractor, all
Subcontractors, and all Suppliers for all work performed on this project. The Contractor on behalf of
himself, all Subcontractors, and all Suppliers agrees to waive all rights, without exception or reservation
of any whatsoever to file any further claim related to this project.
TOTAL COST THIS CHANGE ORDER: DECREASE $ 50,000.00 INCREASE $ 685,519.53
By reason of Phis order the CONTRACT TIME completion will be adjusted as follows: One Hundred and Twelve (112) working days.
We the undersigned contractor have given careful consideration to the change proposed and hereby agree, if [his proposal is approved, that we will provide
all equipment, furnish all materials, except as may otherwise be noted above, and perform all service necessary for the work above specified, and will accept
as full payment therefor the prices shown above.
Accepted, Data g- 2 �Z Contractor Ever evel Holdings, LLLLC
By Title��
Approval recommended by _ f- _ f� h Date
`PUBLIC WORKS AGENCY EXECUTIVE DIREG OR
EST:
Appreved by la 6G4l-v Date C C
Alvaro Nunez
Acting City Manager
ennifer ll
r
Page 4 of 4
UPDATED COST ANALYSIS
CONSTRUCTION OF PROJECT NO. 22-1341: First Street Slope Stabilization
Construction Contract
$
4,482,892.00
Contract Administration, Inspection and Testing
$
667,108.00
Contingencies
$
1,075,000.00
TOTAL ESTIMATED CONSTRUCTION COSTS
$
6,225,000.00
PROJECT TITLE:
First Street Slope Stabilization
Project
PROJECT CATEGORY:
Utility/Drainage/Lighting
Improvements
Storm Drain/Water Quality
LOCATION MAP
N
AGENCY:
Public Works
CITY OF SANTA ANA FY 24/25CIP
CAPITAL IMPROVEMENT PROJECT WORKSHEET
PROJECT DESCRIPTION:
Installation of decorative concrete, a stormwater treatment device,
and new security fencing along the First Street railroad
undercrossing.
PROJECT NEED:
The railroad undercrossing along First Street, between Standard
Avenue and Grand Avenue, consists of four dirt slopes. The dirt slopes
are severely eroded, which leads to the discharge of sediment into the
street and City stormdrain system during rain events. Additionally,
encampments that form at the top of the slopes lead to the discharge of
trash and debris. The goal of the project is to improve water quality and
address stormwater pollution via the stabilization of the dirt slopes,
elimination of trespassing and encampments, and installation of a
stormwater treatment device. The project will also significantly enhance
the aesthetics of this important gateway to Downtown Santa Ana.
PROJECT COSTS FY 24/25 FY 25/26 FY 26/27 FY 27128 FY 28/29 FY 29130 FY 30131
Construction 625,000 - - - - - -
TOTAL 625,000 - - - - - -
SOURCE OF FUNDS FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30 FY 30131
ARPA Funds 625,000 - - - - - -
TOTAL 625,000 - - -
DIVISION:
C/P Engineering
CONTACT:
Craig Foster, NPDES Manager
DATE:
04-Jun-2024