Construction Contract to Monterey Peninsula Engineering 04-04-16

8/18/2019 Construction Contract to Monterey Peninsula Engineering 04-04-16

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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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105

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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106

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

Documents

Construction Contract to Monterey Peninsula Engineering 04-04-16