CITY OF CARMEL-BY-THE-SEA

Council Report
June 2, 2015
To:

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

From:

Sharon Friedrichsen

Subject:

Award Construction Contract to Monterey Peninsula Engineering for

Phase II of the 2014 Streets Projects for a Not to Exceed Amount of
$705,232

RECOMMENDATION: Approve a resolution awarding a construction contract to Monterey

Peninsula Engineering, the lowest responsible bidder, for Phase II of the 2014 Streets
Projects for a not to exceed amount of $705,232, which includes the bid amount of
$641,120.00 and a project contingency not to exceed $64,112.00.
EXECUTIVE SUMMARY: The purpose of this agenda item is to award the construction
contract for various street improvements. The street segments that will be repaved include
the Truck Route and streets within the northeast quadrant of town impacted by utility work.
ANALYSIS/DISCUSSION: The current 2014 Streets Project budget is $868,000. The City
completed overlays and associated improvements on five street segments in autumn 2014,
and postponed road work on the Truck Route due to the PG&E project. The work included
under the proposed construction contract includes the Truck Route 1, Guadalupe from 2nd to
Ocean, 3rd from Santa Fe to Guadalupe, Santa Fe from 2nd to 4th and Perry Newberry Way
and associated streets such as Escolle Way and Sterling Way.
In an effort to solicit bids, the City advertised the project in the Carmel Pine Cone and in the
Monterey Herald; provided the plans and specifications to the Builders Exchange and sent the
notice to bidders to five paving contractors that have historically bid on similar City paving
projects. On May 26, 2015, one bid was received by the City for the 2014 Streets Phase II
Project by the bid opening deadline. The City Engineer has tabulated the bid received
(Attachment 1) and determined that Monterey Peninsula Engineering (MPE) is the lowest
responsible bidder. The bid submitted by MPE is $641,120.00, which is $106,180.00, or 17%,
less the engineering estimate of $747,300. The largest factor in the difference between the
engineering estimate and the bid appears to be in the cost of asphalt.
Although there is only one bid, it is recommended that the contract be awarded to MPE as the
bid is less than the engineering estimate. In addition to the bid amount, it is recommended
1

nd

nd

rd

rd

Truck route includes 2 from Carpenter to Santa Fe; Santa Fe between 2 and 3 and 3 from Santa Fe to Junipero.
nd
Carpenter from the City limits to 2 will be part of the Carpenter Street Drainage and 2015 Streets Projects in 2015-16.

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 1

that a project contingency not to exceed $64,112, or 10%, be included within the project
award. Per Municipal Code 3.12.420, public works contracts for more than $25,000 shall be
let by formal written contract approved by resolution of City Council.
The anticipated start date for the project would be late June/early July with an anticipated
completion date of 35 working days.
Alternative: Do no award the contract. Council may reject the bid and re-bid the project to
solicit additional bids. However, there is no guarantee that additional bids will be received
and/or if any new bids will be substantially lower than the bid received. There will also be a
delay in the timing of the project.
FISCAL IMPACT: The project is anticipated to be under the proposed budget. The 2014
Streets Phase II and PG&E Restoration budget is $846,500. The proposed project costs
including construction, project contingency and costs for engineering services related to
design, bid preparation and construction administration are estimated not to exceed
$801,400.
Budgeted (yes/no)

Funding Source (general fund, state grant)

Yes

Measure D; Road Impact Fund; Traffic Safety

PREVIOUS COUNCIL ACTION/DECISION HISTORY:

Adopted FY 14-15 budget, including $868,00 for streets project, on June 10, 2014
Authorized professional services agreement with Neill Engineers for engineering and
construction management services for street projects on January 5, 2015
Authorized supplemental funding of $485,830 for streets project on May 4, 2015
ATTACHMENTS:

Attachment 1 City Engineer letter of recommendation.

Attachment 2 Resolution

APPROVED:

____________________________________

Date: __________________

Douglas J. Schmitz, City Administrator

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 2

NEILL ENGINEERS Corp.

SUBDMSIONS, LAND PLANNING,
WATER SUPPLY, SANITATION,
SURVEYING, AIRPORTS
MUNICIPALITIES

SHERMAN W. LOW, R.C.E.

GARY W. WHITE, LS.

CLAYTON B. NEILL, JR., R.C.E.

GILBERT M. NEILL, R.C.E.

CONSULTING ENGINEERS
MISSION and FIFTH-BOX LL
CARMEL, CALIFORNIA 93921

(831) 624-2110
FAX: (831) 624-3693

May 27, 20 15
Mr. Doug Schmitz
City Administrator
City of Carmel
PO Box CC
Carmel, CA 93921
Re: 20 14/15 Street Projects- Ph 2
& PG&E Pavement Restoration
Dear Mr. Schmitz,
Bids were opened for the 20 14/ 15 Street Projects- Ph 2 & PG&E Pavement
Restoration Project on Wednesday, May 27,2015. Only one bid was received, and is listed
below (a second bid was submitted, but it was not accepted, since it was not received on-time).
Contractor
Monterey Peninsula Engineering

$64 1, 120.00

The bid was reviewed for mathematical accuracy, bid bond, and other proposal
requirements. The proposal was found to be in order and considered responsive. Enclosed is the
Tabulation of Bids, with itemized unit prices.
The Engineer's Estimate for the project is $747,300.
Since the bid amount is well below the Engineer's Estimate, we recommend that the
contract be awarded to Monterey Peninsula Engineering.

Very truly yours,

Sherman W. Low
City Engineer
c: Sharon Friedrichsen

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 3

Owner: CITY OF CARMEL-BY-THE-SEA

Project: 2014/15 Street Projects - Ph 2

TABULATION OF BIDS

Engineer: NEILL ENGINEERS CORP., Carmel, CA

& PG&E Pavement Restoration

.,.

Bid Opening: Wednesday, May 27, 2015

""'

Description

Quantity

Unit

1. TRUCK ROUTE between Carpenter St. and Junipero Ave.

I 225 ' L.F. I
1.1 lnstall12" HOPE Pipe
1.2 Construct 2'x4' Drainage Inlet
2
Ea.
1.3 Patch Pavement for Failed Area
1,900
S.F.
1
L.S.
1.4 !Conform Grind
1.5 Place Pavement Remforc1ng Fabnc
40,000
S.F. I
1.6 Place 3" thick Asphalt Concrete Overlay
1,200
Ton
1. 7 Regrade/Repave approx. 25 LF AC Drainage Channel
1
L.S.
1.8 Restore/Raise AC Rolled Berm
L.F.
2,000
1.9 Raise Manhole
4
Ea.
1.10 Raise Water Valve Cover
4
Ea.
1.11 Raise Gas Valve Cover
Ea.
3
1.12 Raise Sanitary Sewer Cleanout
1
Ea.
1.13 Layout and Apply Thermoplastic Centerline Stripe
1,650
L.F.
1.14 Reconstruct 4" Curb Drain Pipe
Ea.
I 3
SUB-TOTAL:

ENGINEER'S
ESTIMATE
Price
Amount
$150.00
$5,000.00
$15.00
$5,000.00
$0.40
$130.00
$1 ,500.00
$10.00
$650.00
$450.00
$450 .00
$500.00
$4.00
$450.00

$33,750.00
$10,000.00
$28 ,500.00
$5,000.00
$16,000.00
$156,000.00
$1 ,500.00
$20,000.00
$2,600.00
$1 ,800.00
$1,350 .00
$500.00
$6,600.00
1,350.00
$284,950.00

MONTEREY PENINSULA
ENGINEERING
Price
Amount

$85.00
$19,125.00
$4,200.00
$8,400.00
$9.50 ! $18,050.00
$6,800.00
$6 ,800.00
$0.45
$18,000.00
$115.00 $138,000.00
$1 ,000.00
$1,000.00
$8.50
$17,000.00
$850.00
$3,400.00 1
$450.00
$1,800.00
$450.00
$1 ,350.00
$450.00
$450.00
$4,455.00
$2.70
$500.00
1,500.00
$239,330.00 1

--

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 4

2. GUADALUPE between Second Ave. and Ocean Ave.

2.1 IPatch Pavement for Failed Area
100 I
2.2 Conform Grind
1
2.3 Mill for 2" Repave
:
I 760
1
2.4 Place 2" thick Asphalt Concrete Overlay
. 2,000
2.5 Restore/Raise AC Rolled Berm
7
'2J3 Raise Manhole
2.7 Raise Water Valve Cover
9
I
2.8 Raise Gas Valve Cover
2
2.9 Raise Sanitary Sewer Cleanout
4
2.10 Install Split Rail Fence
I 40
SUB-TOTAL:

WO: 8373-PH2

--

S.F.
L.S.
L.S.
Ton
L.F.
Ea.
Ea.
Ea.
Ea.
L.F.

$16.00
$5 ,000.00
$ 10,000.00
$140.00
$10.00
$650.00
$450.00
$450.00
$500.00
$50.00

$1 , 600.q~l
$5,000.00
$10,000.00
$106,400.00
$20,000.00
$4,550.00
$4,050.00
$900.00
$2,000.00
2,000.00
$156,500.00

$40 .00 1
$7,400.00
$10,000.00
$115.00
$8.50
$850.00
$450.00
$450.00 1
$450.00
$115.00
1

$4,000.00[
$7,400.00
$10,000.00 1
$87,400.00
$17,000.00
$5,950.00 1
$4,050.00
$900.00
$1 ,800.00

~4,600 . 00

$143,100.00

Page 1 of 2

~~.

Owner:

TABULATION OF BIDS

CITY OF CARMEL-BY-THE-SEA

Engineer: NEILL ENGINEERS CORP ., Carmel , CA

~~ Project: 2014/15 Street Projects- Ph 2

..:

""

-<>

~
_!!_j

& PG&E Pavement Restoration

r----

Description

Quantity

ENGINEER'S
ESTIMATE
Price
I
Amount

Unit

Bid Opening: Wednesday, May 27, 2015

MONTEREY PENINSULA I
ENGINEERING

A:-m
_o_u_n-,-t-----~----

Price

3. PERRY NEWBERRY WAY and Associated Streets

3T'Patch Pavement for Failed Area

3.2 Grind for Roadway Excavation
3 TISubgrade Preparation
3.4l conform Grind
3.5 Place 3" thick Asphalt Concrete Surface
3.6""' Piace 2" thick Asphalt Concrete Overlay
~Restore/Raise AC Rolled Berm
3.8 Raise Manhole
3.9 Raise Water Valve Cover
3.10 iRaise Gas Valve Cover
3.11 Raise Sanitary Sewer Cleanout
_

2,000
1
1
1
690
280
2,500
6
12
4
6

1
1

S.F.
$12.00
L.S.
$20 , 000.00~
L.S.
$10,000.00 1
L.S.
$5 ,000.001
Ton
$140.001
Ton 1
$140.00 1
L.F.
$10.00
Ea.
$650.001
Ea.
$450.001
Ea.
$450.001
Ea.
$500.001

SUB-TOTAL:

$24,000.00
$20,000.00
$10,000.00
$5 ,000.00
$96,600.00
$39,200.00
$25,000.00
$3,900.00
$5,400.00
$1,800.00
$3,000.00
$233,900.00

$9.50
$19,000.00
$16,500.00
$16,500.00
$9,900.00
$9,900.00
$3 ,000 .00
$3,000.00
$112 .00
$77,280.00
$122.00+---$-=34:-'-,1-:-::6=-=o--=
.o=o+---- $8.50
$21 ,250.00
-:-7""::----=-::+ - - - $850.00
$5,100.00
$450.00
$5,400.00
$450.00
$1,800.00
$450.00
$:;:-::2:-'.7
-:=-=o=o--=.o=o-:--\---I $196,090.00

4. SANTA FE STREET between Third Ave. and Fourth Ave.

4.1
4.2
4.3
4.4

Conform Grind
Place 2" thick Asphalt Concrete Overlay
Restore/Raise AC Rolled Berm
Raise Manhole

1
160
800
1

$5,000.00 1
$24,000.00
$8,800.00 ).
$650.00
$38,450.00 1

' L.S. ' $5,000.00 1

Ton t----$ 150.00
L.F.
$11.00L
Ea. 1
$650.00 )

SUB-TOTAL:

$4,300.0_Q_
$130.00
$8.50
$850.00'

9
_

$4,300.00 j
$20,800.00
$6,800.00
$850.00
$32,750.00

- -- -- -

5. THIRD AVENUE between Santa Fe St. and Guadalupe St.

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 5

5.1 'conform Grind

5.2 Place 1-1/2" & 2" thick Asphalt Concrete Overlay
5.3 \Restore/Raise AC Rolled Berm
----sA Raise Manhole
5.5 Raise Gas Valve Cover
~ !Raise Sanitary Sewer Cleanout
_

f
150
400

R .
~
1

_ _ _S_U_B_-TOTAL:

L.S. j
Ton
L.F.
Ea.
Ea.
Ea.

$5,000.00
$5,000.00 1
$150.00 1 $22,500 .00
$11 .oor- $4,400.00 1
$650.00
$650.00
$450.00
$450.00
$500.00
$500.00
$33,500.00
1
I

GRAND TOTAL:

WO: 8373-PH2

--

$747,300.001

===--=-~
i

$4,300.00 )
$4,3-=00=-.0=-=0~
' '---$132.00 _ $19,800.00
$10.00
$4,000.00+--_ _ _ _
1
$850.00
$850.00
$450.00
$45=-co=-.o
-::-co: + - - - - $450.oot
$450.00
i
$29,8_5_0._0_
0 '-1_ _ __
I

$641,120.00

__

Page 2 of 2 _

RESOLUTION 2015A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AWARDING A CONSTRUCTION CONTRACT TO MONTEREY PENINSULA
ENGINEERING FOR PHASE II OF THE 2014 STREETS PROJECTS IN AN AMOUNT
NOT TO EXCEED $705,232.00
WHEREAS, various City streets have been identified as being in need of repair
and the City Council approved expenditure of $886,000 for street projects as part of the
FY 2015-16 budget; and
WHEREAS, the 2014 Streets Project was bifurcated into two phases, with the
first phase completed in the autumn of 2015 and the second phase anticipated to be
started in June 2015; and
WHEREAS, City Council allocated an additional $485,830 to the 2014 Streets
project budget on May 4, 2015; and
WHEREAS, the 2014 Streets Project Phase II was advertised in the Monterey
County Herald on May 13 and May 19, 2015 and in the Carmel Pine Cone on May 15,
2015; and
WHEREAS, one bid for the project was received on May 26, 2015 and the City
Engineer has determined that the lowest responsible bidder is Monterey Peninsula
Engineering and the bid is less than the Engineering Estimate; and
WHEREAS, the project has been determined to be categorically exempt under
CEQA section 15301.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF CARMEL-BY-THE-SEA DOES:
1. Award a contract for Phase II of the 2014 Streets Project to Monterey
Peninsula Engineering in the estimated amount of $641,120.00, subject to the
provisions of the documents and certifications set forth in the plans and
specifications applicable to the project and as required by California law.
2. Authorize the City Administrator to execute the construction contract upon the
return of the contractors executed contract documents and review and approval
of the City Attorney.
3. Approve a contingency in the not to exceed amount of $64,112 00, or 10%,
and authorize the City Administrator to approve change orders in an amount not
to exceed $64,112.00
4. Adopt the CEQA exemption finding.

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 6

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMELBY-THE SEA this 2nd day of June 2015, by the following roll call vote:
AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN:

COUNCIL MEMBERS:

SIGNED,

ATTEST:

_________________________
Jason Burnett, Mayor

_________________________
Lee Price, MMC
Interim City Clerk

Council Meeting Date: 6/2/15

Agenda Item: 7.E
Page 7