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CITY OF CARMEL-BY-THE-SEA Council Report March 4, 2014

To:
From: Submitted by: Subject:

Honorable Mayor and Members of the City Council Jason Stilwell, City Administrator Sharon Friedrichsen, Public Services Director Consideration of a resolution awarding a Construction Contract to Monterey Peninsula Engineering, the Lowest Responsible Bidder, for the 2014 Concrete Pavement Repair Project for a Not to Exceed Amount of $161,400; Approving a Not to Exceed Amount of $16,140 for Project Contingency, and Approving a Not to Exceed Amount of $8,070 to Neill Engineering for Project Management Services

Recommendation(s}: Consideration of a resolution awarding a construction contract to

Monterey Peninsula Engineering, the lowest responsible bidder, for the 2014 Concrete Pavement Repair Project for a not to exceed amount of $161,400; approving a not to exceed amount of $16,140 for project contingency, and approving a not to exceed amount of $8,070 to Neill Engineering for Project Management Services.

Executive Summary: On February 24, 2014, three bids were submitted to the City for the 2014

Concrete Pavement Repair Project. This project consists of the removal and replacement of sections of the cement concrete pavement located within the downtown business/commercial district along San Carlos Street, Seventh Avenue and Dolores Street. The City's Engineer has tabulated the bids received and determined that Monterey Peninsula Engineering is the lowest responsible bidder. formal written contract approved Per Municipal Code of City Council. 3.12.420, public works contracts for more than $25,000 shall be let by by resolution Therefore, this item is on the agenda for Council to awa rd the contract and authorize the City Administrator to execute the contract documents.
Analysis/Discussion: The project included a base bid and two alternative bid locations. As

noted in the attachment, the bids received included:

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Table 1: Bid Results

Contractor MPE No rCa I Construction Don Chapin Co. Engineer Estimate

Base Bid

Bid #1

Bid #2

Total Bid

$102,00 $138,000 $143,700 $150,000

$59AOO $73,128
$94,050 $85,800

$32,000 $35A56 $52,000 $44,800

$193AOO $246,584 $289,500 $280,600

It is therefore recommended that the contract be awarded to Monterey Peninsula Engineering for the Base bid and Bid #1 for a contract total of

$161AOO. It is further recommended that a contingency of up to 10%, or $16,140, be included as part of the award. In add ition, it is
recommended that up to 5%, or $8,070, be allocated to Neill Engineering for project management services associated with the project. The anticipated start date for the repair work would be April 2014, with completion anticipated before May 31, 2014. A public informational meeting is scheduled for March 5 at 4 PM to discuss the project w ith interested member of the public and business community.
Fiscal Impact:

Council allocated $484,000 of Measure D for street and road projects as part of the fiscal year 2013-14 budget: Actual of $136,000- road overlays Up to $83,000- sidewalk repairs Up to $73,000- paving for Santa Fe and 4th Storm drain project Up to $185,610 for concrete repair Balance of $27,850 for additional sidewalk/concrete repairs

Budgeted (yes/no): yes CIP Project: PW-1112-01, Account 13-89585

Funding Source( general fund, grant, state)

MeasureD: $484,000 of MeasureD is included within the CIP for streets and road projects. It is requested that $185,610 be allocated.

Previous Council Action/Decision History:

Counci l allocated $484,000 for street and road project and sidewalk repairs as part of the fiscal year 2013-14 budget adopted in June 2013. The road overlay and storm drain projects were awarded in September

2014 and the sidewalk repair project was awarded in January 2014.
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Attachments:

Resolution City Engineer letter of recommendation

Reviewed by:

City Administrator Asst. City Admin. Public Safety Dir

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City Attorney Dir of CPB Library Dir

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Administrative Services Dir of Public Svcs Other-City Engineer

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CITY OF CARMEL-BY-THE-SEA CITY COUNCIL RESOLUTION 2014A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AWARDING THE 2014 CONCRETE PAVEMENT REPAIR PROJECT CONSTRUCTION CONTRACT TO MONTEREY PENINSULA ENGINEERING IN AN AMOUNT NOT TO EXCEED $161,400; APPROVING UP TO $16,140 FOR PROJECT CONTINGENCY AND APPROVING UP TO $8,070 TO NEILL ENGINEERING FOR PROJECT MANAGEMENT SERVICES
WHEREAS, numerous concrete pavement segments have been identified as being in need of repair; and WHEREAS , the City Council approved expenditure of Capital Improvement funds for the streets and road project as part of the FY 2013/2014 budget; which includes concrete pavement repair; and WHEREAS, the 201 4 concrete Ravement repair project was advertised in the Monterey County Herald on February 13 1h and 181 \ 2014; and WHEREAS , three bids for the project were received on February 24, 2014 and the City Engineer has determined that the lowest responsible bidder was Monterey Peninsula Engineering; and WHEREAS, the project has been determined to be categorically exempt under CEQA 15301(c). NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:
1. Award a contract for the 2014 Concrete Pavement Repair Project to Monterey

2.

3.

4. 5.

Peninsula Engineering in the estimated amount of $161,400, 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. Authorize the City Administrator to execute the construction contract upon the return of the contractor's executed contract documents and the review and approval ofthe City Attorney and the City' s Administrative Services Director. Approve a contingency in the not to exceed amount of $16, 140, or 10%, and authorize the City Administrator to approve change orders in an amount not to exceed $16,140. Approve up to $8,070, or 5%, for construction-related engineering and project management services for Neill Engineers. Authorize funding of up to $185,610 from MeasureD from Capital Improvement Account 13-89585.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BY-THE SEA this 4th day of March 2014, by the following roll call vote:

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A YES: NOES: ABSENT: ABSTAIN:

COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS:

SIGNED,

ATTEST:

Jason Burnett, MAYOR

Daryl A. Betancur, CMC Deputy City Clerk

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