HomeMy WebLinkAboutWESTMINSTER AVENUE SEWER PROJECT CONSTRUCTION & REIMBURSEMENT AGREEMENTfn
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WESTMINSTER AVENUE SEWER PROJECT CONSTRUCTION
AND
REIMBURSEMENT AGREEMENT
This WESTMINSTER AVENUE SEWER PROJECT CONSTRUCTION AND
REIMBURSEMENT AGREEMENT (this "Agreement") is made and entered into by and
between the Garden Grove Sanitary District, a subsidiary district of the City of Garden Grove
("District"), and the City of Santa Ana, a municipal corporation ("City"). District and City are
sometimes individually referred to as each "Party" and collectively referred to as the "Parties."
RECITALS
A. City and District jointly use and share capacity rights in certain sewerage facilities
located in Westminster Avenue, which shared sewerage facilities are owned, operated
and maintained by each Party within its respective territorial jurisdiction, all in
accordance with that certain Agreement for Joint Use of Sewerage Facilities in effect
between the Parties.
In order to mitigate the risk of sanitary sewer overflows and to provide adequate peak
flow capacity in these shared sewers, the Parties have determined that it is necessary to
construct new sewerage facilities in Westminster Avenue between Harbor Boulevard and
Nancy Lane to transport wastewater at the estimated ultimate capacity of both the
City and District. The design and construction of these new shared sewerage
facilities is referred to in this Agreement as the "Westminster Avenue Sewer
Project."
C. The new shared sewerage facilities to be constructed pursuant to the Westminster
Avenue Sewer Project will be located in portions of both City's and District's territorial
jurisdictions. Notwithstanding the provisions of the for Joint Use of Sewerage Facilities
providing for each Party to be responsible for the design and construction of new and
replacement shared sewer facilities within each Party's respective jurisdiction, City and
District have determined it is in the best interests of both patties for City to design and
construct the entire Westminster Avenue Sewer Project and for District to reimburse City
for District's fair share proportionate cost of such design and construction.
D. City has prepared, and District has reviewed and approved, the plans and specifications
for construction of the Westminster Avenue Sewer Project (referred to internally by City
as "Project No. 12-6605 Westminster Avenue Sewer Main Improvements"), which plans
and specifications incorporated into this Agreement by reference ("the Plans and
Specifications"),
E. The Parties' respective fair share proportion of the cost of the Westminster Avenue Sewer
Project is based on the Parties' respective estimated ultimate average flows from the areas
tributary to the segments of the shared sewers to be constructed as part of the
Westminster Avenue Sewer Project, which tributary areas are depicted on Exhibit "A"
attached hereto, and which flows are prorated as calculated and shown on Exhibit "B"
attached hereto.
The estimated total final cost of the Westminster Avenue Sewer Project, including
engineering and construction costs is One Million Five Hundred Twenty Thousand
1 912756.1
A-2013-098
Dollars and 00/100 cents ($1,520,000.00) (the "Estimated Project Cost"). City's fair
share proportion of the Estimated Project Cost is Four Hundred Ninety Thousand
Twenty Seven Dollars and 00/100 cents ($490,027.00). District's fair share proportion
of the Estimated Project Cost is One Million Twenty Nine Thousand Nine Hundred
Seventy Three Dollars and 00/100 cents ($1,029,973.00). The calculation of the
Estimated Project Cost and City's and District's respective fair share proportion of the
Estimated Project Cost is set forth in Exhibit "C," attached hereto and incorporated
herein by reference.
G. The Parties desire to enter into this Agreement to specify the terns pursuant to which
City will construct, and District will reimburse City for District's fair share proportionate
cost of, the Westminster Avenue Sewer Project.
NOW, THEREFORE, in consideration of the mutual covenants, conditions and promises
herein contained, it is hereby agreed by and between the City and the District, as follows:
AGREEMENT
1. Project Construction.
1. 1. City shall be responsible, at City's sole cost and expense, for bidding, awarding, and
administering a contract for the construction of the Westminster Avenue Sewer Project,
in conformance with the Plans and Specifications approved by the District and in
accordance with all applicable laws governing construction of public works by either
City and/or District, including, but not limited to, laws governing public bidding and the
payment of prevailing wages. District shall be responsible for its own Project
administration costs, including review of contract change orders, District inspection of
the Project and District project coordinator activities. The contractor selected by City to
construct the Westminster Avenue Sewer Project shall be hereafter referred to in this
Agreement as the "Project Contractor," and the contract between City and the Project
Contractor shall hereafter be referred to as the "Project Construction Contract." In the
event the projected actual cost of the Westminster Avenue Sewer Project, as reflected in
the bid of the lowest responsible bidder to which City intends to award the Project
Construction Contract, exceeds the Estimated Project Cost by twenty percent (20%),
City shall not award the Project Construction Contract without prior approval of
District's Board of Directors.
1.2. City shall ensure that the Project Consu uction Contract requires the Project Contractor to
provide insurance acceptable to District, to name District and the City of Garden Grove
as additional insureds, and to indemnify, defend, and hold harmless District and the City
of Garden Grove in a manner approved in writing by District prior to award of the
Project Construction Contract. City shall not permit construction of any portion of the
Westminster Avenue Sewer Project to commence until evidence of the required
insurance and additional insured endorsements have been provided to and approved by
District.
1 912756.1
1.3.City shall be responsible for ensuring that the Project Contractor constructs the
Westminster Avenue Sewer Project in a timely manner. The estimated schedule of
construction of the Westminster Avenue Sewer Project is attached hereto at Exhibit "D."
1.4. City shall be responsible for processing all contract change orders ("CCOs") that are
necessary for the completion of the Westminster Avenue Sewer Project and shall obtain
District's approval for those CCOs affecting District sewerage facilities and/or District's
fair share proportion of the Actual Final Project Cost (as defined in Section 2.2) in
accordance with this Section prior to instructing the Project Contractor to proceed in
accordance with a CCO. District shall provide either concurrence with or comments on
CCOs within five (5) business days of City's submittal of CCOs to District. Should
District fail to provide either timely comments on or concurrence with any CCO
submitted by City within five (5) business days of such submittal, such CCO shall be
deemed approved by District. Delay costs resulting from District's review of change
orders shall be charged to District.
1.4.1.District shall designate a project coordinator to facilitate District inspection and
approvals. Said project coordinator shall have authority to approve change orders
required
I.S. City shall require and ensure that the Project Contractor warrants and guarantees all work
related to the Westminster Avenue Sewer Project, and all parts thereof, including that
performed and constructed by subcontractors, sub subcontractors, and others employed
directly or indirectly on and for such work, against faulty or defective materials,
equipment, or workmanship for a period of at least one year from the date of the City's
written final acceptance of the work or such longer period of time as may be prescribed
by law or by the terms of any special guarantee or warranty required by the Project
Construction Contract. City shall and hereby does assign to District all contractor and
manufacturer warranties and guarantees required by the Project Construction Contract or
otherwise for those sewerage facilities and appurtenances which will belong to District.
1.6. District shall be entitled to inspect all portions of the Westminster Avenue Sewer Project
within District's territorial jurisdiction, and City shall not approve a Notice of
Completion for any sewerage facilities and related improvements that will be owned and
maintained by District until such facilities and improvements are approved and accepted
by District. Notwithstanding the foregoing, District's failure to approve and accept, or
provide written notice to City of unaccepted work, within thirty (30) days of notice by
City, shall constitute District's approval of the Project and a waiver of District's
objections.
2. District's Reimbursement to Citv.
2.1. Following award of the Project Construction Contract, City and District shall meet and
confer to determine the actual anticipated total cost of the Westminster Avenue Sewer
3
912756.1
Project based on the Project Contractor's bid (the "Actual Projected Project Cost") and
each Party's respective fair share proportion of the Actual Project Cost in accordance
with the Exhibits "C-I" and "C-2," respectively. Prior the commencement of
construction of the Westminster Avenue Sewer Project, City shall invoice District for,
and District shall pay City one-half (1/2) of District's fair share proportion of the Actual
Projected Project Cost.
2.2. Following completion of the Westminster Avenue Sewer Project, City and District shall
determine the actual final total cost of the Westminster Avenue Sewer Project, including
any additional costs attributable to approved CCOs, (the "Actual Final Project Cost")
and each Party's respective fair share proportion of the Actual Final Project Cost in
accordance with Exhibit "C." Upon the later to occur of (i) one year from the date of
District's first payment to City pursuant to Section 2.1, or (ii) thirty (30) days following
approval of a Notice of Completion for the Westminster Avenue Sewer Project, City
shall invoice District for, and District shall pay City, the difference between District's
fair share proportion of the Actual Final Project Cost and the amount of District's first
payment made pursuant to Section 2.1.
3. Ownership and Future Maintenance of Facilities Following Completion of Project. The
ownership and responsibility for future operation and maintenance of the share sewerage
facilities constructed pursuant to the Westminster Avenue Sewer Project shall be governed by
the Agreement for Joint Use of Sewerage Facilities in effect between the Parties. Any and all
improvements within the territorial jurisdiction of the District and designated as District
owned improvements pursuant to the Agreement for Joint Use of Sewerage Facilities shall
become the sole property of the District when finally approved and accepted by District. Any
and all improvements within the territorial jurisdiction of the City and designated as City
owned improvements pursuant to the Agreement for Joint Use of Sewerage Facilities shall
become the sole property of the City when finally approved and accepted by City.
4. Indemnity. Each Party hereby agrees to indemnify, defend, protect and hold harmless the
other Party, and its elected and appointed officials, officers, employees, representatives,
volunteers, and agents from and against any and all claims (including, without limitation,
claims for bodily injury, death or damage to property), demands, workers' compensation
benefits, obligations, damages, actions, causes of action, suits, losses, judgments, fines,
penalties, liabilities, costs and expenses of any kind or nature, arising from the activities of
the indemnitor or its officers, agents, or employees on the Project, or any breach of contract,
negligent acts, omissions or breach of law, or willful misconduct of the indemnitor, or its
officers, agents, or employees arising out of the performance of, or failure to perform, any
provisions of this Agreement. Neither Party assumes liability for the acts or omissions of
persons other than each Party's respective officers, agents, or employees. In the event
judgment is entered against both Parties because of joint or concurrent negligence of both
Parties, or their officers, agents, or employees, an apportionment of liability to pay such
judgment shall be made by a court of competent jurisdiction. The respective obligations of
4
912756.1
the Parties pursuant to this Section shall survive expiration or earlier termination of this
Agreement.
5. Alteration of Terms. This Agreement fully expresses all understanding of the City and
District with respect to the subject matter of this Agreement, and shall constitute the total
Agreement between the parties for these purposes. No addition to, or alteration of, the terms
of this Agreement, whether written or verbal, shall be valid unless made in writing and
formally approved and executed by the parties.
6. Notices. Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person
or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
CITY: City of Santa Ana
Clerk of the Council
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702
Fax No.: 714-647-6956
With courtesy copy to:
Santa Ana Public Works Agency
Water Resources Division
220 South Daisy Ave., Bldg A
Santa Ana, CA 92703
Fax No.: 714-647-3345
DISTRICT:
Garden Grove Sanitary District
Attention: General Manager
11222 Acacia Parkway
P. O. Box 3070
Garden Grove, CA 92842
Fax No.: (714) 741-5044
A party may change its address by giving notice in writing to the other party. Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has
been deposited in the United States mail, duly registered or certified, with postage prepaid,
and addressed as set forth above. If sent by telefacsimile, communication shall be effective
or deemed to have been given twenty-four (24) hours after the time set forth on the
transmission report issued by the transmitting facsimile machine, addressed as set forth
above. For purposes of calculating these time frames, weekends, federal, state, County or
City holidays shall be excluded.
7. Term of Agreement. This Agreement shall become effective upon full execution by both
City and District and shall continue in full force and effect until all obligations of the District
912756.1
to the City are satisfied in full accordance with the terms of this Agreement. The provisions
of Section 3 ("Ownership and Future Maintenance of Facilities Following Completion of
Project') of this Agreement shall continue to remain in full force and effect following
expiration or earlier termination of this Agreement
8. Severability. If any term, provision, covenant, or condition set forth in this Agreement is held
by the final judgment of a court of competent jurisdiction to be invalid, void, or
unenforceable, the remaining provisions, covenants, and conditions shall continue in full
force and effect to the extent that the basic intent of the Parties as expressed herein can be
accomplished. In addition, in such event the Parties shall cooperate in good faith in an effort
to amend or modify this Agreement in a manner such that the purpose of the invalidated or
voided provision, covenant, and condition can be accomplished to the maximum extent
legally permissible; provided, however, that in no event shall either party be required to agree
to an amendment or modification of this Agreement that materially adversely impacts its
rights or materially increases its obligations or risks as set forth herein.
9. Waiver of Default or Breach. Waiver of any default by either party shall not be considered a
waiver of any subsequent default. Waiver of any breach by either party of any provision of
this Agreement shall not be considered a waiver of any subsequent breach. Waiver of any
default or any breach by either party shall not be considered a modification of the terms of
this Agreement.
10. No Third-Party Beneficiaries. Nothing in this Agreement is intended to create any third-party
beneficiaries to the Agreement, and no person or entity other than the City and District, and
the permitted successors and assigns of either of them, shall be authorized to enforce the
provisions of this Agreement.
11. Assienment. The District may not assign its interest in this Agreement without the prior
written consent of City, which consent will not be unreasonably withheld.
12. Further Assurances. District and the City agree to execute, acknowledge and deliver any and
all additional papers, documents and other assurances and to perform any and all acts and
things reasonably necessary in connection with the performance of the obligations hereunder
and to carry out the intent of the Parties.
13. Agreement Negotiated. The text of this Agreement is the product of negotiation among the
parties and their counsel and is not to be construed as having been prepared by one party or
the other.
14. Governing Law. This Agreement shall be governed by and construed in accordance with the
laws of the State of California.
15. Counterparts. This Agreement may be executed in counterparts, each of which shall be
deemed an original and all of which shall constitute but one and the same instrument.
912756.1
16. Recitals. The Recitals above are hereby incorporated into this section as though fully set
forth herein and each Party acknowledges and agrees that such Party is bound, for purposes
of this Agreement, by the same.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their duly
authorized officers as of the dates set forth below.
CITT F SANTA ANA
Carlos Rojas,
Acting City Manager
Date: 10
GARDEN GROVE
SANITARY DISTRICT
Mat he J. Fertal
General Manager
Date: 1 -Z 1, 13
ATTEST:
???? i? ?
Marra D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
L ura Sheedy
/
Assistant City Attorney
ATTEST:
1
Kat leer Bailor
Board Secretary
APPROVED AS TO FORM:
comas F. Nixon
Attorney for District
91275&1
EXHIBIT "A"
TRIBUTARY AREAS TO WESTMINSTER AVENUE SHARED SEWER SEGMENTS
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EXHIBIT "B"
PROPORTIONATE FLOWS FROM TRIBUTARY AREAS TO WESTMINSTER
AVENUE SHARED SEWER SEGMENTS
912756.1
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EXHIBIT "C-I"
ESTIMATED PROPORTIONATE SHARE OF PROJECT DESIGN COSTS
912756.1
N TETRATECH
17585 vonK A. sune 500,"., ca MM
TO W a.59B 5004
Fec 548509.5450
Clieou CityofSanMAm Sheet No. 1 of 1
Project: Weaouinster Avc Smver Meinhnprovemenu Job No.: 134-POOS97008644
Coat Share ofDniBn Computed by: MW
Checked by. M%V9 Dam' 21412013
TAKE A-Cost Shan of Design
ReachW 340 10% S 12,000.00 39% 61% S 4680.00 S 7,]20.00
Rueh 82 348 11% $ 13200.00 37% 63% S 4.884.00 S 8,316.00
Ruch 83 320 10% $ 12,000.00 28Y. 72% S 3,360.00 S 8.640.00
RuchA 296 9°/. $ 1080000 27% 73% $ 2.91600 S 7AS4.00
Rmch 85 200 61A 8 7,20040 30% 70% S 2.160.00 S 504400
Ruch M6 326 10% S 12ocom 32% 68% S 3,840.00 S 8,16000
Rmch 87 366 11% 3 13,200.00 32% 68% S 4,224.00 S 6976.0
Rand 88 373 11% S 1320400 31% 69% S 1092.00 S 910800
Ruch 09 371 II% $ 13,200.00 31% 69% S 4,092.0o S 9.10800
Reach YlO T9 11•/. S 13200.00 32Y. 68% S 1224.00 S 8,97600
TWA 3319 100% S 120,000.00 S 38472.00 S 81,528,00
P IfCGi9/?INyinmin5N111%1 F®m.nKer bM1 Ve MIXJp
EXHIBIT "C-2"
ESTIMATED PROPORTIONATE SHARE OF PROJECT CONSTRUCTION COSTS
912756.1
O TETRATECH 17885 van Raamm,Wh M, IMau. CA 92514
Tet 84A909.5000
F. 949509.5010
Client City ofSamm Ana Sheet No. 1 of I
Project: Westminster Ave Sewer Main Improvements Job No. 134-P00597-0086-04
Cost Sharing Cost Estimate Computed by: MID
Chocked by MWB Date: 2142013
Assumptions. 1. Percentage of cost assigned to Santa Am and Garden Grove equals the percentage of flow each City contributes bctown
each manhole. Sec anached zp..dah.t to, percalages.
2. Pereenugo of Imnp sum items in each reach is calculated as the percentage ofpipdm corubucted in each reach divided
by Wa anal amount ofpipcline. See Table A below.
TABLE A- Per Lumts Sum Bid Items
Reach at ]8,4 340 10%
Reach N2 26.3 348 II%
Reach 03 03.2
7 320 10%
Reach 04 03.3 296 9%
Reach NS 99.] 200 6%
Reach N6 9.6 326 10%
Reach N7 99.9 366 11%
Reach NB 7399.9 22.]
7522!7 373 II%
Reach 49 7022.7 6648.2 371 11%
Reach Y10 6648.2 6263.7 379 11%
P WaS9rMaGFi,gaeni?yWCSp FiO'mpelCan GiirvieLa?9ha4na
1TOW von "MM,smm SOQ Wne, CA 0814
TETRATECH 7.1; BC880,.
F..; 449.M.6010
P:N W SOPLOBCFPoimaFjV lKM Euiule4'au 6Pimf lefan 6NnnE
O TETRATECH 17665 Von WmuMSWb WQ lr ,C 92614
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F. 048.BOB.SOM
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EXHIBIT "D"
ESTIMATED SCHEDULE OF PROJECT CONSTRUCTION
91275GJ
O TETRATECH
TO: Rudy Rosas, P.E., City of Santa Ana
FROM: Mark Bush, P.E., Tetra Tech
JOB TITLE: Westminster Avenue Sewer Improvement Project
PROJECT NO. 134-P00597-0086-04 (300)
SUBJECT: Estimated Schedule for Construction
DATE: February 19, 2013
MEMORANDUM
The Estimated Schedule for Construction is based on Tetra Tech's experience with similar projects of
nature, size, and knowledge of the City's existing system.
The following permits are to be obtained by the Contractor prior to construction:
City of Santa Ana Encroachment Permit
City of Garden Grove Engineering Permit
In order to obtain these permits, the Contractor is responsible to prepare traffic control plans and submit
to the agencies listed above and obtain approval. Traffic control plans shall be submitted to the City for
approval no later than four (4) weeks after the award of the contract.
The Contractor's activities shall be confined to the following hours:
1. From 9:00 a.m. to 3:00 p.m., Monday through Friday, except as otherwise noted.
2. Construction activities within the intersection of Harbor Boulevard and Westminster Avenue shall
be performed from 9 p.m. to 5 a.m., Monday through Friday.
3. All direct tap lateral connections to the existing sewer laterals, including installation of clean-outs,
shall be performed from 9 p.m. to 5 a.m., Monday through Friday.
4. The work at the intersection of Clinton that requires the upstream manhole (South Clinton) to be
plugged in order to install the new 8-inch sewer pipe shall be performed from 9 p.m. to 5 a.m.,
Monday through Friday.
The aforementioned hours impact when the work can be performed and the Contractor's production
rates.
The Contractor will also be responsible to obtain the following permits, but these are not believed to be
critical path items:
1. Business License. Each Prime Contractor and Subcontractor shall obtain and pay for a Santa Ana
Business License and a City of Garden Grove Business License. Detailed information concerning
business license may be obtained from the Finance and Management Services Agency,
(714) 647-5447, City Hall.
P.\P00597\0086\WordProW4\CoawpondenceLno02-2013-02-19-rev.dm(30D)
MEMORANDUM
February 19, 2013
Page 2
2. Construction Water Permit. Each Prime Contractor or Subcontractor which desires to obtain water
from AGENCY-owned fire hydrants for construction or any other purpose shall first obtain and pay
for a permit from the Corporate Yard of the City of Santa Ana at 220 South Daisy Avenue.
Information concerning costs and conditions may be obtained from the AGENCY by calling
(714) 647-3320. Use of private water from a hose bib is not allowed.
3. Disposal Permit. In accordance with the procedures of the Orange County General Services
Administration (GSA), the cost for the disposal of all materials at County landfill sites shall be
home by the Contractor.
4. OSHA Excavation Permit. Contractor shall obtain an OSHA excavation permit, including an
inquiry number from "Underground Service Alert".
Summarized herein is suggested phasing for construction activities:
1. Submit shop drawings and obtain permits;
2. Phase I: Construct 15-inch and 8-inch sewer main and manholes from connection at Harbor
Boulevard to Roxey Drive and test main and manholes. Do not divert flow into new main. Construct
new manholes over existing 8-inch laterals and maintain lateral through manhole. Construct service
laterals partially across the street to the limits of the traffic control. Install inflatable plugs and
temporary caps in service laterals at Sta. 92+20, Sta. 93+67, Sta. 94+32, and Sta. 95+68.
3. Phase II: Starting from Harbor Boulevard and working east to Sta. 88+50, continue constructing
service laterals and clean-outs and connect new service lateral to existing service lateral. Break and
remove the existing laterals constructed through manholes, divert flow into new IS-inch sewer
main, and construct a brick and mortar plug in the outlet no longer being used.
4. Phase III: Break and remove the existing lateral constructed through new manhole Sta. 89+26.3
(Sta. 9+86.5 Clinton) and divert flow into new 15-inch sewer main. Maintain flow from South
Clinton into existing 12-inch sewer. Construct new 8-inch sewer to the south within limits of the
traffic control.
5. Phase IV Break and remove the existing lateral constructed through manhole Sta. 92+78.4, divert
flow into new 15-inch sewer main, and construct a brick and mortar plug in the outlet no longer
being used. Break and remove the existing lateral constructed through manhole Sta. 96+18.5
(Sta. 9+86.5 Roxey) and divert flow into new 15-inch sewer main, and construct a brick and mortar
plug in the outlet no longer being used. Re-channel the manhole base at existing manhole
Sta. 96+18.5 and divert upstream flow at Roxey Drive into new 15-inch sewer, and construct a brick
and mortar plug in the outlet no longer being used.
6. Phase V. Working east to west from Sta. 96+18.5, construct laterals and clean-outs and connect
new service laterals to existing service laterals at Sta. 92+20, Sta. 93+67, Sta. 94+32, and
Sta. 95+68 (Type B laterals) and connect new service laterals to existing service laterals.
7. Phase VI: After all flows upstream of existing manhole at Sta. 9+71.8 (Clinton) have been
transferred to the new 15-inch sewer, make final connection of 8-inch sewer picking up flows from
South Clinton. Temporarily plug upstream manhole on 8-inch sewer, remove manhole, and make
final connection.
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MEMORANDUM
February 19, 2013
Page 3
8. Phase VII: Abandon existing 12-inch and 8-inch sewer mains and manholes.
9. Phase VIII: Construct grind and cap.
This is only an estimated schedule; the actual schedule and phasing may vary due to field conditions and
performance/production rates of the Contractor. Notwithstanding, the Contractor shall complete all work
under the contract within 140 working days from the date of the Notice to Proceed issued by the City of
Santa Ana. Construction on the project shall begin within one (1) month from the award of the contract.
Once work has begun on the project, the Contractor shall work continuously on the project until work is
substantially complete.
MWB/mn
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