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I
CITY OF CARMEL-BY-THE-SEA
AGENDA BILL
TO:
Honorable Mayor and Members
o
the City Council
Chip Rerig, City Administrator
FROM: Sharon Friedrichsen, Director o Budget and Contracts
Rob Mullane, Public Works Director
AB 1109
April 4 2016
Consent Calendar
SUBJECT: Award a Construction Contract to Monterey Peninsula Engineering for the 2016
Sidewalk and Concrete Pavement Repair Project in an Amount Not to Exceed $95,160.00
and Authorize a Budget Transfer for an Amount Not to Exceed $33,500.00
AMOUNT OF EXPENDITURE $ 128,500
AMOUNT BUDGETED $ 95,000
APPROPRIATION REQUIRED $ 33,500 before cost share
19,900 after cost share
RECOMMENDATION
Adopt the resolution authorizing the City Administrator to execute an agreement with Monterey
Peninsula Engineering for the 2016 Sidewalk and Concrete Repair Project in an amount not to exceed
$95,160.00 and authorizing a budget adjustment to transfer an amount not to exceed $33,500.00 from
capital projects' fund balance to the 2016 Sidewalk Project.
SUMMARY
The Fiscal Year 2015-16 adopted budget includes funding
o
$95,000 for sidewalk repairs and
improvements. The purpose o the funding is to replace sidewalk segments in order to create a more
attractive, safer and sustainable environment. As such, the City identified two areas within the
commercial district that would benefit from improvements and packaged these segments s the 2016
Sidewalk and Concrete Pavement Repair project.
The first location identified within the Project is on Ocean Avenue near Monte Verde Street and Mission
Street. The work consists o replacing the sidewalk with permeable pavers, replacing the curbstone
curb and gutter and the removal and reconstruction of concrete pavement. The second location is on
Monte Verde Street, south
o
Ocean Avenue. This latter segment is an example
o
public-private
partnership and the City is collaborating with a business owner to beatify this area near City Hall. This
work also includes replacing the existing sidewalk and curb and gutter replacement.
The 2016 Sidewalk and Concrete Repair was released for bidding in accordance with Municipal Code
provisions pertaining to public works projects. Two bids were publicly opened on March 24, 2016: (1)
Monterey Peninsula Engineering for $95,160 and (2) Anderson Pacific Engineering for $126,720. The
engineering estimate is $109,550. It is therefore recommended that the City enter into an agreement
with Monterey Peninsula Engineering, the lowest responsible bidder, for this project (base bid only) in
the amount
o $95,160. In addition to the cost o construction (base bid), there are other costs
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associated with design
of
plans and specifications, bid assistance, construction management and
project contingency as shown
in
Table 1 that total approximately $128,500.
Table 1- Project Budget and Costs
Project Costs Amount
Construction- Bid 95,160
Construction- Contingency (20%) $ 19,032
Design and Construction Management (15%} $ 14,274
Total Costs $128,466
Funding Sources
Sidewalk CIP FundinQ/ Measure D ($ 95,000)
Shortfall
($ 33,466)
Proposed Cost Share ($ 13,600)
Adjusted Shortfall ($ 19,866)
These costs include a twenty percent contingency, which
is
set at a higher amount due to the sma ll
base price of the project, and design and construction management at fifteen percent. Both of these
items are based on a not to exceed amount, and any used funds w ill revert back to the capital
projects' fund balance to
be
used for other Council identified products.
Wi
th these thresholds, the
project shortfall
is
approximately $35,500. Council has the option to reduce the amount
of
funding
allocated to contingency and/
or
construction management if concerned about overa ll project costs.
It should be noted that the Ci ty has worked on establishing an ag reement to partially offset the costs of
the project. As illustrated within the Tabulation
of
Bids (Attachment 2
,
the bid for the Monte Verde
Street work component totals $38,450. However, the adjacent property owner, Dennis LeVett, has
agreed to pa y half the costs associated wi th replacing the permeable pavers (items #3 and #4 on the
attachment). The amount of $13 ,600 is reflected as the cost share on Table 1 referenced above.
While the cost share will reduce the City's total out of pocket expense, it is recommended that Council
authorize a transfer of the total proposed project shortfall of $33,500 while arrangements regarding the
paying of the cost share are finalized. Per Municipal Code Section 3.06.030, transfers of appropriations
between capital items or projects require Council approval. As the 2016 Sidewalk Project includes a
large portion
of
concrete replacement work, it
is
recommended that the funding shortfall come from
fund balance from the Carpenter Street Drainage and Paving project and/or the Streets projects (City
advancement of PG&E related streets and/or the 2016 Streets).
PRIOR CITY COUNCIL ACTION
Funding for sidewalks as included in the Fiscal Year 2015-16 budget adopted
on
June
15,
2016
(Resolution 2015-040) and augmented on November 2, 2015 (Resolution 2015-1 04 .
ATTACHMENTS
1. Engineering Recommendation Letter
2. Tabulation of Bids
3. Resolution Authorizing Agreement with MPE
Date
hip Rerig , City Administrator
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SHERMAN W. LOW R.C.E.
GAAY
W.
WHITE l.S.
CLAYTON
B.
NEill JR, R.C.E.
GILBERT
M. NEILl, R.
C.E.
Mr. Chip Rerig
City Administrator
City ofCarmel
PO
oxCC
Carmel, CA 93
921
N ILL NGIN RS
Corp
CONSULTING ENGINEERS
MISSION
and FIFTH-BOX LL
CARMEl
CALIFORNIA
93921
(631) 624
-2
110
FAX:
(831)
62.4-3693
March
25
, 2016
Re: Sidewalk Concrete Pavement Repairs Project
Dear
Mr
. Rerig,
SUBDMSIONS
LAND PLANNING
WATER SUPPLY
SANITAnON
SURVEYING AIRPORTS
MUNICIPALinES
Bids were opened for the Sidewalk Concrete Pavement Repairs - Ocean Ave
.
near
Monte Verde St. Mission St.; Monte Verde St., south ofOcean Ave.,
on
Thursday,
March 24. 2016. Two bids were received listed in ascending order as follows:
Contractor
Monterey Peninsula Engineering
Anderson Pacific Engineering
Engineer' s Estimate
Total Schedules A B
95,160.00
126,720.00
109,550.00
i
d Additive
3,500.00
3,250.00
2,500.00
The bids were reviewed for mathematical accuracy and other proposal requirements.
Both bid proposals were in order and considered responsive. A copy ofthe Tabulation ofBids is
enclosed.
We recommend that the contract be awarded to the low bidder, Monterey Peninsula
Engineering.
cc: Rob Mullane
Sharon Fiiedrichsen
Very truly yours,
- x : ~ - ; . t ; i · c H
City Engineer
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CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2016-
A RESOLUTION
OF
THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH
MONTEREY PENINSULA ENGINEERING FOR THE 2016 SIDEWALK AND CONCRETE
REPAIR PROJECT FOR AN AMOUNT NOT TO EXCEED $195,160.00, APPROVE PROJECT
CONTINGENCY OF $19,032.00 AND AUTHORIZE A BUDGET ADJUSTMENT NOT TO
EXCEED $33,500.00
WHEREAS, the City's General Plan strives to maintain pedestrian-oriented and
attractive commercial and multi-family districts that are well integrated into the residential
character of the community ; and
WHEREAS, the City also encourages efforts to address water quality protection per
Municipal Code Chapter 17.43 and the use
of
permeable materials helps achieve this goal; and
WHEREAS, sidewalks have been identified within the 2015-2018 Capital Improvement
Plan and funding included within the FY2015-16 adopted budget and Resolution 2015-104; and
WHEREAS, the notice inviting bids for the 2016 Sidewalk and Concrete Repair Project
was published in the Carmel Pine Cone on March 11 and 18, 2016 and in the Monterey Herald
on March 12 and 18 2016 in accordance with Municipal Code Section 3.12.450; and
WHEREAS, the City Clerk opened two bids for this project on March 24, 2016, in
accordance with Municipal Code Section 3.12.470, and Monterey Peninsula Engineering was
determined to be the lowest responsible bidder with a bid of $95,160.00; and
WHEREAS, Carmel Municipal Code Section 3.12.420 require contracts
of
$25,000 or
more to be approved by Council resolution; and
WHEREAS, staff recommends the City Administrator be authorized to execute change
orders to address unexpected issues that may arise during construction; and
WHEREAS, the bid, when combined with a project contingency and engineering costs
for
design and construction management leave a potential project funding shortfall; and
WHEREAS, Carmel Municipal Code Section 3.06.030 requires transfers of appropriations
in regards to capital items or projects to
be
approved by City Council.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES:
1. Authorize the City Administrator to execute an agreement with Monterey Peninsula
Engineering for the 2016 Sidewalk and Concrete Repair Project
in
an amount not to
exceed $95,160.
2. Authorize the City Administrator to execute change orders totaling up to twenty percent
(20%) of the project bid, or an amount not to exceed $19,032.
3. Authorize a budget adjustment to transfer an amount not to exceed $33,500 from the
Carpenter Street Drainage and Paving Project (13-76912), the Streets-PG&E Related
(13-776910) and/or the Streets and Roads Project (13-76901) to the 2016 Sidewalk and
Concrete Repair Project ( 13-76905 .
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PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY
THE-SEA this 4
h
day o April 2016 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS
SIGNED: ATTEST:
Jason Burnett Mayor Ashlee Wright
City Clerk