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HomeMy WebLinkAboutItem 10f -Accept Phase 2 Median Turf Reduction Program DATE: February 5, 2019 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY CLEAN CUT LANDSCAPE, INC. FOR THE PHASE 2 MEDIAN TURF REDUCTION PROGRAM ON HUNTINGTON DRIVE AS COMPLETE Recommendation: Approve SUMMARY On February 6, 2018, the City Council approved a contract with Clean Cut Landscape, Inc. in the amount of $1,546,984 for the Phase 2 Median Turf Reduction Program. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $1,451,748.02. This amount reflects the original contract amount of $1,546,984 minus contract change orders totaling $95,235.98, or 6.2% less than the original contract amount. It is recommended that the City Council accept all work performed by Clean Cut Landscape, Inc. for the Phase 2 Median Turf Reduction Program on Huntington Drive as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $72,587.40. BACKGROUND On April 1 2015, Governor Brown signed executive order B-29-15, which imposed mandatory restrictions on water use throughout the State. One of the restrictions prohibited the use of potable water for irrigating grass on center medians. As a result, the irrigation to all grass areas in center medians in the City of Arcadia was turned off and the grass died. The Median Island Master Plan Update was adopted by the City Council in 2016, and was developed to comprehensively plan for the design, and renovation of landscaped medians throughout the City. Phase 1 of the Median Turf Reduction Program on Huntington Drive between Mich illinda Avenue and Baldwin Avenue was completed in August 2017. Accept Phase 2 Median Turf Reduction Program February 5, 2019 Page 2 of 4 DISCUSSION On February 6, 2018, the City Council approved a contract with Clean Cut Landscape, Inc. for the Phase 2 Median Turf Reduction Program on Huntington Drive between Baldwin Avenue and Holly Avenue, and Foothill Boulevard and Grand View Avenue. The work performed included installing cobble rock borders along the edges to provide an outline of the landscaped areas as well as a safer work space for maintenance crews, installing an in-line drip irrigation system to replace the spray head system, planting water efficient shrubs and groundcovers in a variety of textures and colors, creating raised planters, and installing a rock bioswale with in-lets for surface water runoff on Santa Anita Avenue. See before and after photos included as Exhibit “A”. Initially the City included the installation of fiber optic communication lines in the center median on Huntington Drive and Santa Anita Avenue as part of the original contract. However, prior to the start of construction, the installation of conduit for fiber optic communication lines on Santa Anita north of Foothill Boulevard was removed from the scope of work. The installation of fiber optic conduit on Santa Anita Avenue will be part of a future project. This resulted in a savings of $56,383.60. During the course of work, there were also several minor changes in the quantities of material needed to complete the project. Below is a breakdown of total contract change orders. CCO Description Amount 1. Additional (2003.27 SF) – Furnish & Install New Netafim Drip Irrigation System $2,043.34 2. Deleted (1 EA) – Furnish & Plant New Tree ($345.00) 3. Additional (95 SF) – Furnish & Install River Rock Ribbon $736.25 4. Additional (3301 SF) – Furnish & Install Dry Stream Bed with Weed Barrier Cloth $19,806.00 5. Deleted (528 SF) – Furnish & Install New Pavers on Huntington Dr. ($11,220.00) 6. Deleted (143 LF) – Furnish & Install Concrete Edge around Pavers on Huntington ($2,860.00) 7. Deleted (135 SF) – Furnish & Install New Pavers on Santa Anita (Disk Shaped) ($4,320.00) 8. Deleted (113 LF) – Furnish & Install Concrete Edge around Pavers on Santa Anita ($2,774.15) 9. Deleted (3 LF) – Furnish & Install 12” High Stone Planter with Flagstone Veneer (438.00) 10. Additional (44 CY) – Earthwork (Cut) and Finish Grading $1,804.00 11. Deleted (420 CY) – Furnish & Install Shredded Bark Mulch ($10,605.00) Accept Phase 2 Median Turf Reduction Program February 5, 2019 Page 3 of 4 12. Deleted (6150 EA) – Furnish & Install Drought Tolerant Plants ($39,360.00) 13. Deleted (538 SF) – Furnish & Install New Donut-Shaped Pavers on Santa Anita ($17,754.00) 14. Deleted (190 LF) – Furnish & Install Concrete Edge around Donut-Shaped Pavers ($5,320.00) 15. Deleted (10 EA) – Furnish & Install Type 1 Pull Box with Extension and Cover ($11,220.00) 16. Deleted (3278 LF) – Furnish & Install 3” PVC Conduit with Tracer Wire & Pull Rope ($43,269.60) 17. Deleted (2 EA) – Connect Conduit to Existing Communication Vaults ($1,894.00) 18. Fix Broken Irrigation Wiring on Huntington $9,604.19 19. Fix Broken Irrigation Wiring on Santa Anita $22,149.99 Total ($95,235.98) The change orders listed reduced the overall contract amount by 6.2%. All other terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. Clean Cut Landscape, Inc. completed the work as defined in the project plans and specifications in a n efficient and timely manner. FISCAL IMPACT Funds in the amount of $1,535,000 have been budgeted in the Fiscal Year 2017-18 Capital Improvement Program from the Median Turf Reduction Project, and $45,000 was budgeted in the Miscellaneous Traffic Signal Fund for the installation of communication conduit. The total cost of the project is $1,451,748.02. This amount reflects the original contract amount of $1,546,984 minus change orders totaling $95,235.98, or 6.2% less than the original contract amount. RECOMMENDATION It is recommended that the City Council accept all work performed by Clean Cut Landscape, Inc. for the Phase 2 Median Turf Reduction Program on Huntington Drive as complete and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $72,587.40. Accept Phase 2 Median Turf Reduction Program February 5, 2019 Page 4 of 4 Attachment: Exhibit “A” – Before & After Photographs of Center Median Exhibit “A” PHASE 2 MEDIAN TURF REDUCTION PROGRAM Before After Before After Before After Before After