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I

CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

TO: Honorable Mayor and Members of the City Council Chip Rerig, City Administrator

FROM: Mike Branson, City Forester

AB 1117 May 2, 2016

Consent Calendar

SUBJECT: Consideration of a Resolution to Award a Contract for Re-Construction of the Mt. View Entrance to Mission Trail Nature Preserve to Staples Construction Company in the amount of$ 95,476.64 and Authorize a Budget Transfer for an Amount Not to Exceed $45,378.00 from Measure D funds.

AMOUNT OF EXPENDITURE $ 109,797.64

AMOUNT BUDGETED $ 64,420.00

APPROPRIATION REQUIRED $ 45,378.00

RECOMMENDATION I

Adopt a resolution to award a construction contract to Staples Construction Company in the amount of $95,476.64 to re-construct the Mt. View entrance into Mission Trail Nature Preserve (MTNP) and authorize the transfer of an amount not to exceed $45,378.00 from Measure D funds to the Mt. View Entrance Project.

SUMMARY

PROJECT DESCRIPTION This project will greatly improve the current access into MTNP at the Mt. View entrance. The current access is via a steep, slippery slope of decomposed granite or a worn out and failing railroad tie stairway. This project comprises a new stairway system with a small landing with benches, as well as a new concrete ramp that is parallel to the stair way. The ramp is necessary to provide vehicle access to two Carmel Area Wastewater District manholes near the base of the slope. Between the stairs and the ramp, there is a natural area with boulders and plants where any runoff from the project will collect.

BID PROCESS The bid process for this contract award is through a Job Order Contract (JOC). This contracting process utilizes a management firm who has pre-qualified contractors provide a bid proposal for a given project The bid uses a fixed unit cost for each job component multiplied by a defined factor (local costs, profit, overhead, etc.) to arrive at a total cost for the job. There is not a formal bid with multiple contractors. The benefits of JOC are reduced timelines for bidding and construction, cost transparency, and effective time and materials management. Job order contracts are allowed as a cooperative purchase per Carmel Municipal Code Section 3.12.170 Cooperative Purchasing. As a member of the National Joint Powers Alliance (NJPA), a public agency, Carmel can use contractors by exercising the

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Joint Powers Act. NJPA is a public agency with the legal authority to serve as a contracting agency for municipalities and facilitates competitive bidding on behalf of the City with pre-set unit pricing and local labor costs.

FUNDING In FY 2015 -16 there is $64,420 available project funding. It is recommended that Council authorize a transfer of the total proposed project shortfall of $45,378.00 from Measure D funding to complete the project. Per Municipal Code Section 3.06.030, transfers of appropriations between capital items or projects require Council approval. Staff recommends fully funding the project for $95,476.64 which includes a fifteen per cent project contingency of $14,321.00. There is $5,500.00 remaining in the design contract with the project landscape architect firm for any expenses such as construction inspections and material approvals.

PRIOR CITY COUNCIL ACTION

This item has been an approved and funded capital improvement project since FY 2014-15 and was funded in the amount of $80,000.00 in FY 2015-16.

ATTACHMENTS

1. Attachment 1 -Resolution 2016 -

APPROVE~ Date: f:'2~(('

Chip Rerig, City Administrator

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ATTACHMENT 1

RESOLUTION 2016-_

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH

STAPLES CONSTRUCTION COMPANY FOR THE RE-CONSTRUCTION OF THE MT. VIEW ENTRANCE TO MISSION TRAIL NATURE PRESERVE IN THE AMOUNT OF $95,476.64,

APPROVE A PROJECT CONTINGENCY OF $14,321.00, AND A TRANSFER OF $45,378.00 FROM MEASURE D FUNDS TO THE PROJECT BUDGET

WHEREAS, the current configuration of the Mt. View entrance to Mission Trail Nature Preserve has significant public safety issues; and

WHEREAS, re-construction of the entrance was approved for a coastal development permit on February 11 , 2015 and has been an approved capital improvement project since FY 2014 -15; and

WHEREAS, an acceptable bid of $95,476.64 has been received from Staples Construction Company through a job order contract as allowed per Carmel Municipal Code Section 3.12.170 Cooperative Purchasing; and

WHEREAS, $80,000.00 was included in the FY 2015-16 budget adopted on June 15, 2015 for this project with $15,580.00 committed to the project design, leaving $64,420.00 available funds and a shortfall of $45,378.00; and

WHEREAS, Carmel Municipal Code Section 3.12.420 requires contracts of $25,000.00 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, 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 Staples Construction Company for the re-construction of the Mt. View entrance to Mission Trail Nature Preserve in the amount of $95,476.64.

2. Authorize the City administrator to execute change orders totaling up to fifteen percent ( 15%) of the project bid, or an amount not to exceed $14,321 .00.

3. Authorize a transfer of $45,378.00 from the Measure D reserve to the project account to fund the entire project in FY 2015-16.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE­SEA this 2nd day of May 2016, by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

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ATTACHMENT 1

ABSTAIN: COUNCIL MEMBERS:

SIGNED: ATTEST:

Steve Dallas, Mayor Ashlee Wright, City Clerk