CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-038
April 4, 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 2016-17
Sidewalk Repair Project in an amount not to exceed $162,877 and authorize a budget
transfer for an amount not to exceed $70,877.

AMOUNT OF EXPENDITURE $ 162,877

AMOUNT BUDGETED $ 92,000
APPROPRIATION REQUIRED $ 70,877 before cost share
$ 55,477 after cost share

RECOMMENDATION

1. Adopt the resolution authorizing the City Administrator to execute an agreement with Monterey Peninsula
Engineering for the 2016-2017 Sidewalk Repair Project in an amount not to exceed $162,877
2. Authorizing a budget adjustment to transfer an amount not to exceed $70,877 from the Streets and Roads
project and miscellaneous revenue to the 2016-17 Sidewalk Repair Project.

BACKGROUND / SUMMARY

The Fiscal Year 2016-17 adopted budget includes funding of $92,000 for sidewalk repairs and improvements.
The purpose of the funding is to replace sidewalk segments in order to create a more attractive, safer and
sustainable environment. As such, the City identified five areas within the commercial district and one
residential sidewalk that would benefit from improvements and packaged these segments as the 2016-17
Sidewalk Repair project.

The first location identified within the project is on the south side of Ocean Avenue between Lincoln and Monte
Verde. The work consists of replacing concrete sidewalk with permeable pavers. The second location is on
east side of Dolores Street, north of 6th Avenue. This latter segment is an example of public-private
partnership and the City is collaborating with a business owner to beatify this area. This work also includes
replacing the existing sidewalk with permeable pavers. The third location is on the west side of San Carlos
between Ocean and 7th. The work consists of removing brick sidewalk and replacing with standard pavers. The
fourth location is on the east side of San Carlos south of 7th. This work consists of removing concrete and
paver sidewalk and replacing with permeable pavers. The fifth location is on San Carlos between 10 th and 11th.
This work consists of removing deteriorated asphalt sidewalk, curb and gutter repair and creating a tree well.
Work involving the public-private partnership portion of the location on Dolores, north of 6th Ave. was priced as
a bid additive (A-1) at $30,800. Cost share to the City is $15,400. Staff is attempting to work with the adjacent
property owner at their request. The work involved on San Carlos between 10th and 11th was priced as bid
additive (2) at $25,330.

The 2016-17 Sidewalk Repair Project was released for bidding in accordance with Municipal Code provisions
pertaining to public works projects. Two bids were publicly opened on March 22, 2017: (1) Monterey Peninsula
Engineering base bid was $69,161 and (2) Don Chapin Company base bid was $102,650. The engineering
estimate was $90,050. It is therefore recommended that the City enter into an agreement with Monterey
Peninsula Engineering, the lowest responsible bidder, for this project to include bid additive A-1 and 2 in the
total amount of $125,291. In addition to the cost of construction, there are other costs associated with design,
preparation of plans and specifications, bid assistance, construction management and project contingency as
shown in Table 1 that total approximately $162,877.

Table 1- Project Budget and Costs

Project Costs Amount
Construction- Base Bid $ 69,161
Bid Additive (A-1) $ 30,800
Bid Additive (2) $ 25,330
Total Construction Cost $ 125,291
Construction- Contingency (15%) $ 18,793
Design and Construction Management (15%) $ 18,793
Total Costs $ 162,877
Funding Sources
Sidewalk CIP Funding/ (Measure D) ($ 92,000)
Appropriation Required ($ 70,877)
Proposed Cost Share ($ 15,400)
Adjusted Shortfall after cost share ($ 55,477)
Proposed Cost Share
The Proposed Cost Share is a 50/50 split of bid additive A-1 in the amount of $30,800 if the private party is
willing to participate.

Proposed Options to Address the Project Shortfall

The Streets and Road project finished under budget and $56,738.50 remains in this account. Staff
recommends transferring $55,477 to the sidewalk project from Streets and Roads. In addition, staff
recommends that the additional $15,400, if needed, come from miscellaneous revenue. In particular, the City
received payments totaling $17,100 this fiscal year from the cost share of a public-private partnership related
to last years Monte Verde Sidewalk project.

Alternatives
Council has several options: (1) award the contract for the base bid amount only; (2) award the contract with
just one bid additive; (3) award the contract for the base bid and both additives or (4) reject the bid in its
entirety.
PRIOR CITY COUNCIL ACTION

Council adopted the Fiscal Year 2016-2017 budget on June 7, 2016 by passing resolution 2016-037.

ATTACHMENTS

1. Neill Engineers Recommendation Letter

2. Tabulation of Bids
3. Resolution Authorizing Award with MPE
4. Resolution Authorizing a Budget Adjustment
 NEILL ENGINEERS Corp.
SHERMAN W. LOW, R.C.E. SUBDMSIONS, LAND PLANNING,
GARY W. WHITE, LS. WATER SUPPLY, SANITATION,
SURVEYING, AIRPORlS
MUNICIPALITIES
CLAYTON B. NEILL, JR., 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

March 23,2017
Mr. Chip Rerig
City Administrator
City of Carmel
poBoxCC
Carmel, CA 93921

Re: FY 2016/2017 Sidewalk Repairs Project

Dear Mr. Rerig,

Bids were opened for the FY 2016/2017 Sidewalk Repairs Project, on Wednesday, March
22, 2017. Two bids were received listed in ascending order as follows:

Base Bid Additives

Contractor Bid Add. A1 Add. 2
Monterey Peninsula Engineering $69,161 $30,800 $25,330
Don Chapin Company $102,650 $28,700 $36,364

Engineer's Estimate $90,050 $42,000 $22,230

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

We recommend that the contract be awarded to the low bidder, Monterey Peninsula
Engineering for the base bid including bid additives as funding permits.

Very truly yours,

~~Al~ Sherman W. Low

City Engineer

c: Rob Culver
f -

.
-~~
Owner: CITY OF CARMEL-BY-THE-SEA
wj(roject: FY 201612017 Sidewalk Repairs
~
TABULATION OF BIDS Engineer: NEILL ENGINEERS CORP., Carmel, CA

Bid Opening: Wednesday, March 22, 2017

ENGINEER'S MONTEREY PENINSULA DON CHAPIN

#
-
~R.mD'q-.'0

Description Quanti~ Unit I

ESTIMATE
Price Amount
ENGINEERING
Price Amount Price
COMPANY
Amount
BASE BID-
Schedule A: DOLORES STREET near 6th Ave. in front of Village Corner
1 Remove existing & Replace w/Permeable Pavers Sidewalk 380 S.F. $60.00 _$22,800.00 $41.00 $15,580.00 $62.00 $23,560.00
2 Install Colored Concrete Edge Strip 21 L.F. $50.00 $1,050.00 $111.00 $2,331.00 $110.00 $2,310.00
3 Install 3" PVC Drain 1 Ea. $600.00 ~600.00 $250.00 ~250.00 $935.00 ~935.00
Sub-Total Schedule A: $24,450.00 $18,161.001 $26,805.00

Schedule B: OCEAN AVENUE between Lincoln St. & Monte Verde in front of Portabella Restaurant
1 Remove existing & Replace w/Permeable Pavers Sidewalk 400 S.F. $60.00 $24,000.00 $40.00 $16,000.00 $60.00 $24,000.00
2 Install New Curb Drain 1 Ea. $500.00 ~500 . 00 $250.00 ~250.00 $1,035.00 ~1,035 . 00
- -
Sub-Total Schedule B: $24,500.00 $16,250.00 $25,035.00

Schedule C: SAN CARLOS STREET North of 7th Ave. in front of Pacific Rim Clothing
1 Remove existing & Replace w/Standard Pavers 390 S.F. $55.00 ~21,450.00 $40.00 ~15,600.00 $56.00 ~21,840.00
Sub-Total Schedule C: $21,450.00 $15,600.00 $21,840.00

Schedule D: SAN CARLOS STREET South of 7th Ave. in front of Scheid Vineyards/Heart to Heart Boutique
1 Remove existing & Replace w/Permeable Pavers Sidewalk 290 S.F. $65.00 $18,850.00 $63.00 $18,270.00 $81.00 $23,490.00
2 Remove & Replace Curb & Gutter 8 L.F. $100.00 ~800 . 00 $110.00 ~880.00 $685.00 ~5,480.00
Sub-Total Schedule D: $19,650.00 $19,150.00 $28,970.00

BASE BID TOTAL: $90,050.00 $69,161.00 $102,650.00

LOW BID
I

WO: 8406 --
Page 1 of 2
, Owner. CITY OF CARMEL-BY-THE-SEA TABULATION OF BIDS Engineer: NEILL ENGINEERS CORP., Carmel, CA

8
Project: FY 2016/2017 Sidewalk Repairs
Bid Opening: Wednesday, March 22, 2017
. iii!
ENGINEER'S
ESTIMATE
MONTEREY PENINSULA
ENGINEERING
DON CHAPIN
COMPANY
# Description Quantity1 Unit Price Amount Price Amount Price Amount
BID ADDITIVES -
Bid Additive A-1: DOLORES STREET - Extend Pavers Sidewalk North of Village Corner Restaurant
1 Remove existing & Replace w/Permeable Pavers Sidewalk 700 S.F. $60.00 ~42,000 . 00 $44.00 ~30,800.00 $41.00 ~28,700.00
Total Bid Additive A-1: $42,000.00 $30,800.00 $28,700.00

Bid Additive 2: SAN CARLOS STREET between 10th Ave. & 11th Ave.
1 Remove Tree Stumps (2 Ea.) 1 L.S. $5,000.00 $5,000.00 $800.00 $800.00 $6,300.00 $6,300.00
2 Remove & Reconstruct Cobblestone Curb & Gutter 20 L.F. $150.00 $3,000.00 $220.00 $4,400.00 $385.00 $7,700.00
3 Remove & Reconstruct Curb & Gutter 42 L.F. $95.00 $3,990.00 $205.00 $8,610.00 $182.00 $7,644.00
4 Remove & Repave AC Sidewalk 640 S.F. $16 .00 ~10,240.00 $18.00 ~11,520 . 00 $23.00 ~14,720.00
Total Bid Additive 2: $22,230.00 $25,330.00 $36,364.00

WO: 8406 Page 2 of 2

 ATTACHMENT 2

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 FY 2016-17 SIDEWALK REPAIR
PROJECT FOR AN AMOUNT NOT TO EXCEED $144,085 INCLUDING A PROJECT
CONTINGENCY OF $18,793

WHEREAS, the City Council has adopted the FY 2016-17 annual budget that includes
$92,000 in funding for Sidewalk Repair and Maintenance; and
WHEREAS, the City published the notice inviting bids for the FY 2016-17 Sidewalk
Repair Project in the Carmel Pine Cone on Friday February, 24, 2017 and again on Friday
March 10, 2017, in accordance with Municipal Code Section 3.12.450; and
WHEREAS, the City Clerk opened two bids for this project on March 22, 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 $125,291; 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.
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 FY 2016-17 Sidewalk Repair Project in an amount not to exceed
$144,085.
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 $18,793 as project contingency.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA this 4th day of April, 2017, by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS

SIGNED: ATTEST:

_______________________
Steve Dallas, Mayor Ashlee Wright
City Clerk
 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 TRANSFER IN THE AMOUNT OF $55,477 FROM THE STREETS AND ROADS PROJECT AND
$15,400 FROM MISCELLANEOUS REVENUES TO COVER UNBUDGETED COSTS OF THE SIDEWALK
REPAIR PROJECT

WHEREAS, the City Council adopted the Fiscal Year 2016-2017 budget on June 6, 2017, which
included funding of $92,000 for the Sidewalk Repair project; and
WHEREAS, City staff have identified additional segments of sidewalks in need of repair, including a
segment that may be funded through a cost share agreement with a business owner; and
WHEREAS, the additional segments (bid additives), in addition to a project contingency of fifteen
percent ($18,793) and engineering costs for design and construction management of another fifteen percent
($18,793) total $162,877 and create a shortfall of $70,877 in the Sidewalk Repair project; and
WHEREAS, the Streets and Roads Project is completed and has funds remaining in the accounts; and
WHEREAS, the City has received revenue of $17,100 from the cost share on a prior sidewalk project
that is available for this project; 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 $55,477 from the Streets and Roads Project (account 13-
76901) and up to $15,400 as needed from miscellaneous revenue (account 01-46801) to the Sidewalk
Repair project (account 13-76905).

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
4th day of April, 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