Resolution Awarding a Contract to Monterey Peninsula Engineering Inc. 09-10-13

7/30/2019 Resolution Awarding a Contract to Monterey Peninsula Engineering Inc. 09-10-13

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To:From:Submitted by:Subject:

CITY OF CARMEL-BY-THE-SEA

Council ReportSeptember 10, 2013

Honorable Mayor and Members of the City CouncilJason Stilwell, City AdministratorSharon Friedrichsen, Public Services DirectorAward a Construction Contract to Monterey Peninsula Engineering, Inc,the Lowest Responsible Bidder, fo r the Santa Fe and Fourth Storm DrainRelocation Project fo r a Not to Exceed Amount of $324,030 and Approvalof an Amount Not to Exceed $48,605 for Project Contingency,Engineering and Other Related Project Costs

Recommendation(s): Consideration of a resolution awarding a contract to Monterey PeninsulaEngineering, Inc, the Lowest Responsible Bidder, fo r the Santa Fe andFourth Storm Drain Relocation Project fo r a Not to Exceed Amount of$324,030 and Approval of an Amount Not to Exceed $48,605 fo r ProjectContingency, Engineering and Other Related Project Costs.

Executive Summary: On August 27, 2013, two bids were submitted to the City fo r the Santa Feand Fourth Storm Drain Relocation Project. This project consists of theconstruction of storm drainage improvements, including required trenchand pavement restoration . Monterey Peninsula Engineering was deemedthe lowest responsible bidder by the City Engineer (see attached coverletter and tabulation of bids). The bid fo r this project is $324,030, whichis less than the engineer's estimate of $334,200. It is recommended thata 10% project contingency and 5% engineering to Neill Engineering beallocated from the existing project funds for a total project cost of$372,635. The construction would occur in October 2013.

Analysis/Discussion: (including why Council is considering the item and justification for


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Fiscal Impact: Council allocated $300,000 for this project using year-end fund balanceas part of the fiscal year 2013-14 budget hearings on June 11, 2013.However, the estimated bid for the project is $324,030, which includesalmost $90,000 fo r pavement reconstruction. It is recommended thatthe project difference be funded from the streets project. Up to $73,000(balance of the total project cost with contingences) would be fundedfrom the street and road projects. Any remaining balance fromcontingency would be reallocated to the streets and road projects and beused fo r concrete and sidewalk repair scheduled to occur in the earlywinter/spring 2014.

Budgeted (yes/no): yes Funding Source( general fund, grant, state)CIP Project: PW-1213-08Budgeted (yes/no): yesCIP Project: PW-1112-01

Previous CouncilAction/Decision History:

General Fund Capital ImprovementsFunding Source( general fund, grant, state)Measure D, Road Impact Fund, Traffic Safety

Council allocated $300,000 fo r this project as part of the fiscal year 2013-14 budget.

Reviewed by:City Administrator ~ City Attorney D Administrative Services DAsst. City Admin. D Dir of CPB D Dir of Public Svcs DPublic Safety Dir D Library Dir D Other D


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CITY OF CARMEL-BY-THE-SEACITY COUNCILRESOLUTION 2013-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEAAWARDING THE SANTA FE AND FOURTH STORM DRAIN RELOCATIONPROJECT TO MONTEREY PENINSULA ENGINEERING, INC. IN ANAMOUNT NOT TO EXCEED $324,030 AND APPROVING UP TO $48,605 FORPROJECT CONTINGENCY, ENGINEERING AND OTHER RELATEDPROJECT COSTS

WHEREAS, a storm drainage improvement project on Santa Fe and Fourth to Torres andFifth has been identified to improve storm drain maintenance by rerouting existing storm drains;andWHEREAS, the City Council approved expenditure of Capital Improvement funds as

part ofthe FY 2013/2014 budget; andWHEREAS, the project was advertised in the Monterey County Herald on August 9,2013 and August 14, 2013 ; andWHEREAS, two bids for the Santa Fe and Fourth Storm Drain Relocation Project werereceived on August 27, 2013 with the low bidder being Monterey Peninsula Engineering, Inc. fora bid estimate of $324,030; andWHEREAS, the project has been determined to be categorically exempt under CEQA.NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITYOF CARMEL-BY-THE-SEA DOES:

1. Award a contract for the Santa Fe and Fourth Storm Drain Relocation Project toMonterey Peninsula Engineering, Inc in the estimated amount of $324,030,subject to the provisions of the documents and certifications set forth in the plansand specifications applicable to the project and as required by California law.2. Authorize the City Administrator to execute the construction contract upon thereturn of the contractor's executed contract documents and the review andapproval ofthe City Attorney and the City 's Administrative Services Director.3. Approve a contingency in the amount of$32,403, or 10%, and authorize the CityAdministrator to approve change orders in an amount not to exceed $32,403.


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PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BYTHE SEA this 10th day of September 2013, by the following roll call vote:AYES: COUNCILMEMBERS:NOES: COUNCIL MEMBERS:ABSENT: COUNCIL MEMBERS:ABSTAIN: COUNICL MEMBERS:

SIGNED,

ATTEST: Jason Burnett, MAYOR

Heidi Burch, City Clerk


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SHERMAN W. LOW, R.C.E.GARYWWHITE, l.S.

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

Mr. Jason StilwellCity AdministratorCity ofCarmelPO Box CCCarmel, CA 93921Re: Santa Fe and Fourth

NEILL ENGINEERS Corp.

CONSULTING ENGINEERSMISSION and FIFTH-BOX llCARMEL, CAUFORNIA 93921

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

August 29, 2013

Storm Drain Relocation ProjectDear Mr. Stilwell,

SUBDMSIONS, LAND PlANNING,WATER SUPPLY, SANIIAnON,

SURVE't'ING,AIRPORTSMUNICIIW.ffiES

Bids were opened for the City ofCarmel Santa Fe and Fourth Storm Drain RelocationProject on Tuesday, August 27, 2013. Two bids were received listed in ascending order asfollows:Contractor

Monterey Peninsula Engineering, Inc.The Don Chapin Co.Engineer's Estimate

Total Bid$324,030.00$354,863.00$334,200.00

The bids were reviewed for mathematical accuracy and other proposal requirements. Allbid proposals were in order and considered responsive. A copy of the Tabulation ofBids isenclosed.We recommend that the contract be awarded to the low bidder, Monterey PeninsulaEngineering, Inc.


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Documents

Resolution Awarding a Contract to Monterey Peninsula Engineering Inc. 09-10-13