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HomeMy WebLinkAboutItem 12d - Accept Final Phase Median Turf Reduction Program DATE: February 16, 2021 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 FINAL PHASE OF THE MEDIAN TURF REDUCTION PROGRAM AS COMPLETE Recommendation: Approve SUMMARY On November 5, 2019, the City Council approved a contract with Clean Cut Landscape, Inc. in the amount of $1,381,698 for the Final Phase of the 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 $1,339,473. This amount reflects the original contract amount of $1,381,698 minus contract change orders totaling $42,225, or 3.1% less than the original contract amount. It is recommended that the City Council accept all work performed by Clean Cut Landscape, Inc. for the Final Phase of the Median Turf Reduction Program as complete, and authorize the final payment to be made in accordance with the contract documents, subject to retention of $66,973.65. 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 on the center medians along Huntington Drive, Santa Anita Avenue, Baldwin Avenue, Live Oak Avenue, and Las Tunas Drive was turned off and the grass died. The Master Plan was developed to comprehensively plan for the renovation of these medians. Phase 1 of the Median Turf Reduction Program on Huntington Drive between Michillinda Avenue and Baldwin Avenue was completed in August 2017. Phase 2 of the Accept Final Phase Median Turf Reduction Program February 16, 2021 Page 2 of 3 Median Turf Reduction Program on Huntington Drive between Baldwin Avenue and Holly Avenue and on Santa Anita Avenue between Foothill Boulevard and Grand View Avenue was completed in October 2018. Phase 3, the final phase of the Median Turf Reduction Program, included the medians on Baldwin Avenue, Santa Anita Avenue, and Live Oak Avenue. The final phase was delayed somewhat to allow for certain road and in ground improvements to be completed in the work area. DISCUSSION On November 5, 2019, the City Council approved a contract with Clean Cut Landscape, Inc. for the Final Phase of the Median Turf Reduction Program on Baldwin Avenue between Live Oak Avenue and Camino Real Avenue, on Santa Anita Avenue between Live Oak Avenue and Foothill Boulevard, and on Live Oak Avenue between Santa Anita Avenue and the east City limits. 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, and planting water efficient trees and shrubs in a variety of textures and colors. As part of the project, conduit was installed on Baldwin Avenue between Las Tunas Drive and Camino Real Avenue, which will allow the City to upgrade existing fiber optic communication lines and increase capacity in the area. As work on the project progressed, there were several minor changes in the quantities of material needed to complete the project. Below is a breakdown of the contract change orders. CCO Description Amount 1. Additional (2000 SF) – Furnish & Install New Netafim Drip Irrigation System $1,940 2. Deleted (2000 SF) – Furnish & Install River Rock Ribbon ($14,300) 3. Deleted (125 SF) – Install Concrete around Existing Manholes ($2,312.50) 4. Deleted (22 CY) – Earthwork (Cut) and Finish Grading ($704) 5. Deleted (7500 EA) – Furnish & Install Drought Tolerant Plants ($39,750) 6. Deleted (560 LF) – Remove and Replace Existing Concrete Curb & Gutter ($19,600) 7. Deleted (1 LS) – Install Curb Cut Improvements at Santa Anita & Hacienda Bioswale ($1,159) 8. Additional (5800 LF) – Furnish & Install 3” Sch.80 Conduit per Plan $316,680 9. Deleted (5600 LF) – Furnish & Install 3” Sch.80 Conduit beneath Easterly Sidewalk ($280,000) Accept Final Phase Median Turf Reduction Program February 16, 2021 Page 3 of 3 10. Deleted (2.25 EA) – Furnish and Install Type 1 ITS Pull Box ($3,019.50) Total ($42,225) The change orders listed reduced the overall contract amount by 3.1%. 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. Before and after photographs are shown on Exhibit “A”. FISCAL IMPACT Funds in the amount of $1,496,000 have been budgeted in the Fiscal Year 2018-19 Capital Improvement Program for the Median Turf Reduction Project. Funds in the amount of $250,000 have been budgeted in the Fiscal Year 2019-20 Capital Improvement Program for the Baldwin Avenue Fiber Optic improvements and $150,000 was available in the Transportation Impact Fund for the installation of communication conduit and median nose improvements. The total accumulated amount of available funding was $1,896,000. The total cost of the project is $1,339,473. This amount reflects the original contract amount of $1,381,698 minus change orders totaling $42,225, or 3.1% 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 Final Phase of the Median Turf Reduction Program as complete; and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $66,973.65. Attachment: Exhibit “A” – Photographs of the Project Exhibit “A” FINAL PHASE MEDIAN TURF REDUCTION PROGRAM                Before – Santa Anita Ave. near California St.               After – Santa Anita Ave. near California St.                Before – Santa Anita Ave. near Bonita St.  After – Santa Anita Ave. near Bonita St.                  Before – Santa Anita Ave. near Floral Ave.  After – Santa Anita Ave. near Floral Ave.                Before – Baldwin Ave. near Camino Real Ave.  After – Baldwin Ave. near Camino Real Ave.                      Before – Live Oak Ave. near Lenore Ave.     After – Live Oak Ave. near Lenore Ave.                        Before – Live Oak Ave. near Third Ave.        After – Live Oak Ave. near Third Ave.