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14-0506_EXCAVATING ENGINEERS, INC._Agenda Report_D137/16/2013 013 TO: FROM: DATE: July 16, 2013 SUBJECT: Consideration of Approval of Plans and Specifications and Authorization to Receive Bids for Construction of the El Camino Real at Don Juan Avenue Retaining Wall Project (CIP 07111) RECOMMENDATION: By motion, 1. Approve the Plans and Specifications for the El Camino Real at Don Juan Avenue Retaining Wall Project (CIP 07111 ); and, 2. Authorize staff to solicit and receive bids. EXECUTIVE SUMMARY: Plans and Specifications for the El Camino Real at Don Juan Avenue Retaining Wall Project have been prepared. A copy of the plans and specifications is available for review in the City Clerk's office. A copy has also been placed in the City Council office. Staff recommends approval of the plans and specifications and authorization to solicit and receive construction bids. DISCUSSION/ANALYSIS: On September 18, 2012, the City Council approved a Personal Services Agreement with Huitt-Zollars, Inc., to prepare plans and specifications for the El Camino Real at Don Juan Retaining Wall Project in the amount of $48,425. This slope repair project entails the design and construction of a retaining wall along the westerly slope area of El Camino Real at the Don Juan Avenue intersection adjacent to the Capistrano Unified School District (CUSD) property located at 31422 Camino Capistrano to prevent potential road failure/collapse resulting from severe slope erosion that has taken place City Council Agenda Report July 16, 2013 Page 2 of 3 over the years. The gravity wall was selected from three other wall options for construction at this location as it offered the lowest implementation cost, less site and neighborhood impacts during construction, shorter construction duration, minimum maintenance (up-keep), and is consistent with the City's Architectural Design Guidelines. Fifteen (15) existing Pepper trees located along the westerly slope area of El Camino Real will be removed as part of the project to alleviate public safety concerns. These Pepper trees were determined by West Coast Arborist to be in poor health and vigor, diseased, structurally unsound and unstable. In consideration of the aesthetic impacts to the neighborhood, a landscape component was subsequently added to the project's scope of work during the latter part of design when it was clear that the majority of existing Pepper trees located along the westerly eroded slope area of El Camino Real could not be saved. The parkway landscape design was developed through close collaboration between staff and a neighborhood representative who is also a licensed professional landscape architect. A new parkway space on the westerly side of El Camino Real of between 8.5' to 11.5' within the existing slope area will be created to implement the proposed landscape scheme. FISCAL IMPACT: The Capital Improvement Program (CIP) budget for Fiscal Year 2013-2014 (available as of July 1, 2013) includes $405,000 for the construction of CIP 07111, and is sufficient to cover the construction cost estimated at approximately $373,405. ENVIRONMENTAL IMPACT: The City's Environmental Administrator has reviewed the project and has determined that the project qualifies for a Class 1 (c) Exemption per Section 15301 of the California Environmental Quality Act (CEQA) Guidelines. The proposed project includes provisions for archeological monitoring during demolition and grading which will assure that project impacts would not occur and thus, allow approval of the Notice of Exemption. PRIOR CITY COUNCIL REVIEW: • On September 18, 2012, City Council approved a Personal Services Agreement with Huitt-Zollars, Inc., to prepare Plans, Specifications, and Cost Estimate (PS&E) for the El Camino Real at Don Juan Avenue Retaining Wall Project (CIP 07111) and the Paseo Peregrina Cul-De-Sac Drainage Mitigation Due to Soil Subsidence Project (CIP 12501) for a total amount of $65,295 ($48,425 for CIP 07111 and $16,870 for CIP 12501). City Council Agenda Report July 16, 2013 Page 3 of 3 COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: • On March 21, 2013, the Design Review Committee (DRC) conducted a Work- session to review the project details. The Committee provided comments and requested that additional landscape information and a material wall sample be presented to the Committee for consideration. • On May 28, 2013, staff presented the project to the Cultural Heritage Commission (CHC). The Commission provided comments regarding preference for a stone wall, or a wall type and color similar to the existing WPA wall, as opposed to the proposed gravity wall, as represented by the wall sample made available for viewing during the meeting. • On June 6, 2013, staff presented additional landscape information and a material wall sample as previously requested to the DRC for consideration. DRC forwarded the wall and landscaping concept, inclusive of the wall sample, to the Planning Commission with a recommendation of approval. • On June 25, 2013, staff presented the project to the Planning Commission. The Commission forwarded the project to the City Council with a recommendation of approval, and with comments to consider timing of construction in conjunction with the school district's schedule. NOTIFICATION: Ken Rukavina, P.E. (Huitt-Zollars, Inc.) Mike Gillen, PLS (Huitt-Zollars, Inc.) David Hansen, P.E. (GMU Geotechnical, Inc.) Jose de Jesus Leal, CLIA, CID (MIG, Inc.) Michael Imlay, ASLA (Land Concern) ATTACHMENT(S): Attachment 1 -Location Map Enclosure 2 -Plans and Specifications (review in the City Clerk's office) THE CITY OF SAN JUAN CAPISTRANO N A 0 3000 6000 9000 Feet !l!!!!!!!!!!~!!!liiiiiiiiiiiiiiiil!!!!~~ Enclosure 1 Plans and Specifications are a large scale document and available for review in the City Clerk's office