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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-081
June 6, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Rob Culver, Public Works Superintendent

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Award a Construction Contract to Monterey Peninsula Engineering for the Junipero
and Fifth Avenue Storm Drain project in a total amount not to exceed $87,690 (base
bid of $79,720 and $7,970 project contingency) and authorize a budget adjustment up
to $8,650

AMOUNT OF EXPENDITURE $ 99,650


AMOUNT BUDGETED $ 91,000
APPROPRIATION REQUIRED $ 8,650

RECOMMENDATION

1. Adopt the resolution authorizing the City Administrator to execute an agreement with Monterey Peninsula
Engineering for the Junipero and Fifth Avenue Storm Drain project in an amount not to exceed $87,690, which
includes a base bid of $79,720 and a project contingency of $7,970.
2. Adopt the resolution authorizing a budget adjustment to transfer up to $8,650 from the Beach Stair
Maintenance project to the Junipero and Fifth Avenue Storm Drain project.

BACKGROUND / SUMMARY
Public Works staff identified an area under Fifth Avenue where a storm drain pipe had shifted due to storm
activity. Specifically the storm activity caused the soil around this aging corigated metal storm drain pipe to
migrate into the storm drain causing the sidewalk to settle. The sidewalk settled approximetly five inches due to
the existing metal pipe rusting away. In order to address this poential safety issue, the Junipero and Fifth
Storm Drain project was let for formal bid.
The project involves replacing and relocating an 80 foot section of storm drain pipe under the sidewalk on Fifth
Avenue between Torres Avenue and Junipero Street, including the installation of two new personnel access
holes. Two bids were received on May 26, 2017 from Monterey Peninsula Engineering ($79,720) and the Don
Chapin Company ($85,834) as noted in Attachment 1, Tabulation of Bids. Staff recommends Council award
the construction agreement to Monterey Peninsula Engineering, the lowest responsible bidder, in an amount
not to exceed $87,690, which consists of the base bid of $79,720 and a project contingency of $7,970, or ten
percent. Based on projected project costs, there is a potential project shortfall of $8,650, which largely covers
the project contingency. Staff recommends that Council authorize a budget adjustment of $8,650 and move
forward with the project given that the project addresses a safety issue and that there is funding available.
FISCAL IMPACT
Monterey Peninsula Engineering submitted the lowest bid at a cost of $79,720. As shown in Table 1, Project
Budget and Costs, other project components include engineering costs for developing plans and specification,
project contingency for unforeseen construction-related circumstances and construction management
assistance. Together these factors total to $99,650, leaving a project shortfall of $8,650.

Table 1- Project Budget and Costs


Project Costs Amount
Construction Bid $79,720
Design and Construction Management (15%) 11,960
Construction Contingency (10%) 7,970
Total Cost 99,650
Project Budget 91,000
Over/Under 8,650
Engineering, the lowest responsible bidder, for the 2017 Streets Project for the bid amount of $1,121,938. As

In addition to the bid amount, other project costs including engineering design of plans and specifications and
construction management, which consists of answer questions during construction that may arise, reconciling
quantities used and work performed as per the specification before invoices are processed; and providing
other field assistance to oversee the project. It is recommended that the project also include a ten percent
project contingency of $7,970 as a set-aside for any anomalies that may arise during construction. Any change
order work requires approval by the City Engineer, the Public Works Director and the City Administrator. If no
project contingency is required, or a lesser amount is used, the remaining funds return to the capital project
account to be used for other identified capital projects.
On April 4, 2017, Council authorized the transfer of $91,000 from the beach stair maintenance capital project to
fund the Junipero and Fifth Storm Drain project. For consistency, it is recommended that the additional $8,650
also be transferred from this capital project. Currently there is $125,125 available within the beach stair
maintenance project.

Staff recommends Council award the agreement and authorize the transfer of funds. It is staffs
recommendation that moving forward and completing the project before the approaching summer season
addresses a potential safety issue and is cost effective. Should Council reject the bid, there would be new
costs incurred to rebid the project. Nor is it likely given the current economic climate that a lower bid will
materialize under a re-bid scenario.

PRIOR CITY COUNCIL ACTION

Council authorized a budget adjustment of $91,000 to fund the Junipero and Fifth Avenue Storm Drain project
on April 4, 2017 (Resolution 2017-035).

ATTACHMENTS

1. Engineering Recommendation Letter and Tabulation of Bids


2. Resolution Authorizing Agreement with MPE
3. Resolution Authorizing a Budget Adjustment
NEILL ENGINEERS Corp.
SHERMAN W. LOW. R.C.E. SUBDIVISIONS, LAND PLANNING,
GARY W. WHITE, LS. WATER SUPPLY. SANITAllON,
SURVEYING, AIRPORTS
MUNIOPALinES
CLAYTON B. NEILL, .R., R.C.E.
GILBERT M. NEILL, R.C.E.

CONSULTING ENGINEERS
MISSION and FIFTH-BOX U
CARMEL, CAUFORNIA 93921
(831) 624-2110
FAX: (831) 624-3693

May 30,2017
Mr. Chip Rerig
City Administrator
City of Carmel
PO Box CC
Cannel, CA 93921

Re: Storm Drain Repair Junipero & Fifth Avenues Project

Dear Mr. Rerig,

Bids were opened for the Storm Drain Repair Junipero & Fifth Avenues Project, on
Friday, May 26, 2017. Two bids were received listed in ascending order as follows:

Contractor Total
Monterey Peninsula Engineering s 79,720
Don Chapin Company $ 85,834

Engineer's Estimate $ 64,295

The bids were reviewed for mathematical accuracy and other proposal requirements.
Both bid proposals were in order and considered responsive. The Tabulation oi'Bids is enclosed.

Due to the current busy construction period, some Contractors are not able to bid on
projects, and when they do, bids have been coming in higher than expected.

We recommend that the contract be awarded to the low bidder, Monterey Peninsula
Engineering.

Very truly yours,

~~NcfrrJ
Sherman W. Low
City Engineer

c: Rob Culver
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

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 JUNIPERO AND FIFTH STORM DRAIN REPAIR PROJECT FOR AN AMOUNT NOT TO EXCEED
$87,690, INCLUDING A BASE BID OF $79,720 AND PROJECT CONTINGENCY OF $7,970

WHEREAS, stormrelated weather caused damage to a storm drain pipe and sidewalk on Fifth
Avenue between Torres Avenue and Junipero Street; and
WHEREAS, the City Council adopted resolution 2017-035 on April 4, 2017 to provide funding of
$91,000 for this repair known as the Junipero and Fifth Storm Drain project; and
WHEREAS, the City published the notice inviting bids for the Junipero and Fifth Storm Drain Repair
Project in the Carmel Pine Cone on Friday May 12, 2017 and again on Friday May 19, 2017, in accordance
with Municipal Code Section 3.12.450; and
WHEREAS, the City Clerk opened two bids for this project on May 26, 2017, 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 $79,720; and
WHEREAS, staff wish to include a project contingency of $7,970, or 10%, and allow the City
Administrator to execute change orders to address unexpected issues that may arise during construction; and
WHEREAS, Carmel Municipal Code Section 3.12.420 require contracts of $25,000 or more to be
approved by Council resolution.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:
1. Authorize the City Administrator to execute an agreement with Monterey Peninsula Engineering for the
Junipero and Fifth Storm Drain Repair Project in an amount not to exceed $87,690.
2. Authorize the City Administrator to execute change orders up to $7,970 as project contingency.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th
day of June 2017 by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
~~Owner. CITY OF CARMEL-BY-THE-sEA TABULATION OF BIDS Engineer: NEILL ENGINEERS CORP., Carmel, CA
w~., Project: Slonn Drain Repair Junipero & Fifth Avenues
I

0
_. ~i~_O_penin~: F~i~ay, May_26.!. 20J]_
~ ENGINEER'S MONTEREY PENINSULA I DON CHAPIN
-
, . ,~. Mt.~\'fo.fo
~.....
-- -- --- - --
I
1.-
ESTIMATE
.. ENGINEERING - -- 1-- - -
COMPANY - - ~ -- -

# Description Quantity Unit : Price Amount Price J Amount . tI - -Price --- --


Amount
1 F-ur nish- & Install 24" Storm Drain 79 . L.F-:- -$38-0.00-- $30,020.00 $380 .00 1 $30,020.00 $612.00 : $48,348 .00
- ----
2 Construct Storm Drain Manhole. 2 Ea . $8,060.00 $16,000.00 -~f1o:ooo.oo : $2o,ooo.oo $11 ,325.oo : - s22,65o .oo
- 3 : Re-slo-pe Catch Basiri Bottom -- - - --- 1 L.S . - -$750~00 - .. $75o.oo $2.ooo.oo :- $ 2,ooo .oo $a7(oor $a74 ~oo
=-4-=Fill exis!!~~-I-t' _CMP and
Ma_~hole 11 C.Y. - --$275.00 - $3 ~025.00 - $700.06
___ __ - $7,700.00 -- - $449.061-
.. _______ ___ _
- - .. $4,939.00
- - -f , .
I -.
I
- -, ~ - -

f-
5 r
Remove
-- ---
and
..
Reconstruct
-
PCC Curb Ramp
- - - - .. .. - - - - - - - .. . - - --- . .
Ea. $7,000.00 $7,000.00 .$10,000.00 $10,000.00 $7,457.00 $7,457 .00
6 1 Excavation for Relocation of CATV - -j-1=jt.s., $7,50o.oo : $7,500 .00 . $10~000.00 - $10,600.00- $1.,566.00 1' ~-1,566 . 00
- - -- - -- - -- -
TOTAL: $64,295.oo - - -- - -- - $79,no:oo $85,834 .00 -- --
- ----- -- ----
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wo: 8408 Page 1 of_ 1
Attachment 3
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-

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


BUDGET ADJUSTMENT TO TRANSFER UP TO $8,650 FROM THE BEACH STAIR MAINTENANCE
PROJECT TO THE JUNIPERO AND FIFTH AVENUE STORM DRAIN PROJECT

WHEREAS, Public Works staff have identified storm drain pipe damage underneath Fifth Avenue
caused by recent storm activity; and
WHEREAS, on April 4, 2017, Council authorized the transfer of funds and created the capital project
known as the Junipero and Fifth Storm Drain project with a budget of $91,000; and
WHEREAS, the City solicited formal bids for this project and received a bid from Monterey Peninsula
Engineering on May 26, 2017 for a base bid of $79,720;
WHEREAS, the project costs including engineering and design, the base bid, the project contingency
and construction management result in budget of $99,650, leaving a possible shortfall of $8,650; and
WHEREAS, the Beach Stair Maintenance capital project has $125,000 available in funding 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 HEREBY:

Authorize a budget adjustment to transfer up to $8,650 from the Beach Stair Maintenance project
(account 13-78902) to the Junipero and Fifth Storm Drain project (account 13-89583-0006).

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th
day of June 2017, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk