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Home My WebLink About20E - AA AND AMENDMENT FOR SIDEWALK REPAIRSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 6, 2020 TITLE: APPROVE AN APPROPRIATION ADJUSTMENT TO CARRY FORWARD FUNDS IN THE AMOUNT OF $275,000 AND AN AMENDMENT TO THE CONSTRUCTION CONTRACT WITH EBS GENERAL ENGINEERING, INC. BY $600,000 TO PERFORM ADDITIONAL SIDEWALK CONCRETE REPAIRS, FOR A NEW ESTIMATED TOTAL PROJECT DELIVERY COST OF $850,470 (PROJECT NO. 20-6970) (GENERAL FUND AND NON - GENERAL FUND) /s/ Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ❑ Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on god Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER RECOMMENDED ACTION 1. Approve an appropriation adjustment to carry forward Fiscal Year 2019-20 Special Gas Tax funds in the amount of $275,000 in the Special Gas Tax, Prior Year Carry Forward revenue account and appropriate the same amount to the Special Gas Tax, Contract Services - Professional expenditure account. 2. Authorize the City Manager to amend the construction contract with EBS General Engineering Services Inc., via change order, by an increase of $600,000, to perform additional sidewalk concrete improvements, for a new estimated project delivery cost of $850,470. 3. Approve a revised Project Cost Analysis increasing construction administration by $50,000 and project contingencies by $550,000, for a new estimated project delivery cost of $850,470. DISCUSSION The Public Works Agency Maintenance Services Division is responsible for maintaining 400 miles of streets and 800 miles of sidewalks located within the City of Santa Ana. Staff evaluates the condition of damaged sidewalks, curbs, gutters, and driveways, to identify uneven surfaces and cracks that may pose a risk to pedestrians. The goal is to improve safe walking accessibility for pedestrians and increase active modes of transportation, such as walking and biking. Additionally, 20E-1 Amend Construction Contract with EBS General Engineering Services, Inc. for Concrete Repairs October 6, 2020 Page 2 this reduces the potential of liability claims and assists in complying with regulations set forth by the Americans with Disabilities Act. Procedures to mitigate these conditions include, offset grinding, temporary asphalt ramping, and removal/replacement of damaged concrete areas. On June 30, 2020, the City Manager authorized the award of a contract to EBS General Engineering Services Inc. (EBS) for a concrete replacement project of various damaged sidewalks, curbs, gutters, and driveway approaches. Prioritization of work is focused on areas with the highest concentration of needed repairs, with the intent of providing a proportionate level of service in each of the City's six Council wards. The most recent concrete work was completed in the Heninger and French Park neighborhoods with upcoming projects slated for North Windsor Park, Windsor Park, West Grove Valley, Thornton Park, Fairbridge Square, and Park Santiago neighborhoods (Exhibit 1). In order to deliver these additional sidewalk concrete improvements promptly, capitalize on the existing favorable pricing of the existing contract with EBS (Project No. 20-6970), and assist the City in meeting its annual Maintenance of Effort obligation, staff recommends increasing the construction administration amount by $50,000 and project contingencies by $550,000 for a new estimated project delivery cost of $850,470 (Exhibit 2). The $500,000 allocated to sidewalk improvements during the budget process will be programmed to complete additional projects. Following the completion of these improvements, a similar sidewalk replacement project will be developed in accordance with the Public Works Agency, Maintenance Services Division, Omnibus Concrete / Sidewalk Improvement Program, with a construction completion goal of Spring 2021 (Exhibit 3). FISCAL IMPACT Approval of the requested Appropriation Adjustment will carry forward Fiscal Year 2019-20 Special Gas Tax funds in the amount of $275,000 in the Special Gas Tax, Prior Year Carry Forward revenue account (No. 02917002-50001) and appropriate the same amount to the Special Gas Tax, Contract Services -Professional expenditure account (No. 02917660-62300). Funds are budgeted and available for expenditure as follows: Accounting Fund Accounting Unit, Fiscal Year Unit -Account # Description Account Description Amount (Project No.) ORIGINAL CONSTRUCTION DELIVERY COST Roadway Maintenance, FY 2020-21 029 17660-6 17660-62300 Special Gas Tax Contract Services - $250,470 Professional ADDITIONAL FUNDS 01117626-66220 Public Works -Sidewalks, FY 2020-21 (20-6970) General Fund Improvements Other $500,000 Than Building 20E-2 Amend Construction Contract with EBS General Engineering Services, Inc. for Concrete Repairs October 6, 2020 Page 3 02917660-62300 Roadway Maintenance, (20-6970) Special Gas Tax Contract Services - $100,000 Professional NEW PROJECT COST $850,470 Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management Services Agency Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency Exhibits: 1. Location Maps 2. Cost Analysis 3. Public Works Agency Maintenance Services Division Omnibus Concrete/Sidewalk Improvement Program 20E-3 LOCATION MAPS EXHIBIT 1 SISSON o W INGAN LN w ADR! Kly 3 ae j A Q Y 24 11� LA qk N , fv 11 fC LA VERNE Ay f L ELDER AV w BORO AV z •ti,•� � o Y < 2 BORCHpRO AV U w Q Ot � HIC I� 3EA &-• 3EA V SENNITAV ANCHORAV (� AV . w sTERIE �1 BALLAST u) AV I�E,CRY z x LN AV ii I........_.._.._.._.. Ward 1 - Windsor Park Neighborhood LL Neighborhood Boundaries: Fairview Street to Santa Ana River and McFadden Avenue to Edinger Avenue Ward 1 - West Grove Valley Neighborhood Neighborhood Boundaries: Euclid Street to westerly City limit and McFadden Avenue to Lehnhardt Avenue. 20E-4 Ward 2 — North Windsor Park Neighborhood AMILE ST p x Neighborhood Boundaries: Fairview Street to aWILLITS ST Santa Ana River and Camile Street to McFadden - Avenue. O AYMAR ST = AR I W — AR T ARK ST Z Y 0 O = _ UMA CI G IA C; Q IS PQ P�� Z o eQ �i3T GHL D cc PL 9 OtisT� o ST Z � cc, SON ST = Ward 2 -Thornton Park Neighborhood Neighborhood Boundaries: Bristol Street to N flood control channel and Warner Avenue to OSegerstrom Avenue. ? I-- m L AV a O a 0 w z w of 20E-5 Ward 3 — Fairbridge Square Neighborhood Neighborhood Boundaries: Linwood Street to Tustin Avenue and Fairhaven Avenue to 22 Freeway. I« I •' I moos Ole 0009000 vi C4 so I./ LJLLJUU2- iVT '01 "a' At.BIONAV � � ALB NLN mmms Q m NU81AN LN p FAIRHAVEN AV Ward 3 — Park Santiago Neighborhood 0 NN Neighborhood Boundaries: Main Street to Santiago Z Street and Santa Clara Ave to Santiago Creek. Q VIRGINIAN F Q N U 00 Uj Q to N J EDGEWO `0 N x c0 z x co W W w 0 L co z UAV SANT (L RA o � 20E-6 :*:/:11-y 1 111►a COST ANALYSIS PROJECT NO.20-6970: OMINUS SIDEWALK CONCRETE REPAIRS EXPENDITURE CATEGORY ORIGINAL AMOUNT CHANGE NEW TOTAL Construction Contract $200,470 $200,470 Construction Administration $9,750 $50,000 $59,750 Inspection and Testing $15,250 $15,250 Contingencies $25,000 $550,000 $575,000 TOTAL $250,470 $600,000 $850,470 20E-7 _ CITY OF SANTA ANA EXHIBIT 3 r` PUBLIC WORKS AGENCY -MAINTENANCE SERVICES DIVISION OMNIBUS CONCRETE/SIDEWALK IMPROVEMENT PROGRAM PROJECT SUMMARY and LOCATION Citywide replacement of various damaged concrete sidewalks, curbs, gutters and driveways. DESCRIPTION The Maintenance Services Division assumed responsibility of the Omnibus Program in 2019-20. The Program goal is to improve safe walking accessibility for pedestrians and increase active modes of transportation, such as walking and biking. 11111.1I]I.[H.14=I11.1 The total Citywide service need is estimated at $8 million. Current funding originates from savings of existing Division Roadway Maintenance programs funded by Gas Tax and total approximately $200,000 annually. No additional funding source is currently available for the Omnibus Program. Annual General Fund support is requested of $1.4 million over five years to complete all of the existing repairs within five years as indicated in the table below. Thereafter, $500,000 is requested annually on an on -going basis. The absence of General Fund support would maintain the annual funding level at approximately $200,000, derived from Division Gas Tax Operations savings, if available. PRIORITIZATION CRITERIA I Prioritization of work will be based on remediating highest risks and mitigating ADA safety concerns, followed by prioritizing the highest volume of service areas in the six Council Wards with the goal of providing a proportionate level of service improvements in each Ward annually. If additional funding is unavailable, services will be focused in highest concentration areas only. FUNDING SOURCE 2020-21 2021-22* 2022-23* 2023-24* 2024-25* REQUIRED TOTAL General Fund* $1,000,000 $1,500,000 $1,500,000 $1,500,000 $1,500,000 $7,000,000 Gas Tax $200,000 $200,000 $200,000 $200,000 $200,000 $1,000,000 (Existing Funding) TOTAL $1,200,000 $1,700,000 $1,700,000 $1,700,000 $1,700,000 $8,000,000 *Funding approval required for future years. 20E-8 SERVICE NEED - HEAT/CONCENTRATION MAP u r .^ .rww�NAN n p+A UWPI:Y A�SN9IAC 9PIR• LL Imm � IRM ST C CENIEIC rsx�a �srsr e In sr a p a - ME,NAV i 4 � NESN, W w �• � w W y V� o- R xrLl. SERVICE NEED - LOCATION MAP I uvcrnM o •N •• _EN �VE N w • � a.. r. •� • • NVENd n• MIN5 • • •• � • • v. •`• . HINGTM • • • 1 • i_ .. .' .-. . tufit• . ,' ,• . ek • ..•yr. WNN.N ��•N. • .• S � • ••I • • - EVINGQi M • W� EP AN r♦ � ,AREA AN E• gy .••• •� . A NRN •• 1 �• 1Ut-y