CITY COUNCIL: Resolution Awarding Bid to Don Chapin Company for 2008 Street Resurfacing Projects

Meeting Date: October 7, 2008
Prepared by: Joyce Giuffre,
Admin. Svcs Director

City Council
Agenda Item Summary

Name: Consideration of a Resolution awarding the bid for the 2008 Street Resurfacing of Scenic Road; the Sunset Cultural Center South Parking lot; Ocean Avenue crosswalks; and Escolle Way to Don Chapin Company in the amount of $128,033 and authorize a 10% contingency cost of $12,803.

Description: The projects will consist of resurfacing: 1) Scenic Road; 2) the south parking lot at the Sunset Cultural Center; 3) Ocean Avenue crosswalks; and 4) Escolle Way.

Overall Cost: City Funds: $140,836 (bid amount plus a 10% contingency) allocated from
approved amount in the FY 2008/09 Capital Improvement Budget
Grant Funds: N/A

Staff Recommendation: Approve the award of the bid to The Don Chapin Company, which
submitted the lowest responsive bid.

Important Considerations: Improvement to the street and parking lot surfaces will reduce potential trip and fall claims and will enhance the appearance of the City.
Decision Record: The Council approved the funding for these projects in the Capital
Improvement Program of the FY 2008/09 – 2010/11 Triennial Budget adopted on June 10, 2008 with Resolution 2008-40.

Reviewed:


Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR McCLOUD AND COUNCIL MEMBERS
THROUGH: RICH GUILLEN, CITY ADMINISTRATOR
DATE: OCTOBER 7, 2008
SUBJECT: ADOPT A RESOLUTION AWARDING THE BID FOR THE 2008 STREET RESURFACING OF SCENIC ROAD, THE SUNSET CULTURAL CENTER SOUTH PARKING LOT, OCEAN AVENUE CROSSWALKS AND ESCOLLE WAY TO THE DON CHAPIN COMPANY IN THE AMOUNT OF $128,033 AND AUTHORIZE A 10% CONTINGENCY COST OF $12,803

RECOMMENDED MOTION
Adopt the Resolution.

BACKGROUND
The City Council identified the needed street resurfacing on Scenic Road, the south parking lot at the Sunset Cultural Center, Ocean Avenue crosswalks and Escolle Way, as projects to complete in FY 2008/2009. The FY 2008/09 Capital Budget includes the following amounts for the projects:

Budget
1) Scenic Road Slurry Seal $ 77,000
2) Sunset Ctr south parking lot 55,000
3) Ocean Avenue crosswalks 55,000
4) Other street & road projects (Escolle Way + others) 255,000

Projects 1-3 will be funded with Proposition 1B monies. Project 4 will be funded
with General Fund monies.

STAFF REVIEW
Neill Engineers Corporation prepared bid specifications and plans. The specifications were circulated to qualified bidders. The lowest responsive bidder
for the projects was the Don Chapin Company, which bid $128,033.

FISCAL IMPACT
The tabulation of bids prepared by Neill Engineers is attached. The bids ranged
from a low of $128,033 to a high of $164,536.50. The Engineer’s estimate was
$168,830. The following recaps the bids per project by the lowest bidder, Don Chapin:

Don Chapin Bid
1) Scenic Road Slurry Seal $ 46,240
2) Sunset Center south parking lot 55,052
3) Ocean Avenue crosswalks 25,993
4) Other street & road projects (Escolle Way) 748
Total $ 128,033

The total estimated construction cost for the projects, including a 10% contingency, is estimated at $140,836. Additional costs for engineering are expected to total $15,000 - $20,000.

The costs for the aforementioned four projects are expected to be within budget,
with the exception of the Sunset Center parking lot project. This project is budgeted at $55,000; however, total costs, including engineering and a 10%
contingency, are estimated at $68,000 - $70,000. The budget overage of $13,000 -
$15,000 can be covered with a mid-year budget adjustment from the Scenic Road
slurry seal project, which is expected to come $15,000 - $20,000 under budget.

SUMMARY
The projects will improve the street and parking lot surfaces and should eliminate
some potential trip and fall hazards. The projects are included in the FY 2008/09
Capital Improvement Budget.


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA AWARDING THE BID FOR THE 2008 STREET RESURFACING OF SCENIC ROAD, THE SUNSET CULTURAL CENTER SOUTH PARKING LOT, OCEAN AVENUE CROSSWALKS AND ESCOLLE WAY TO THE DON CHAPIN COMPANY IN THE AMOUNT OF $128,033 AND AUTHORIZE A 10%CONTINGENCY COST OF $12,803

WHEREAS, the City Council has included in its FY 2008/09 Capital Improvement Budget
projects to resurface Scenic Road, the south parking lot at the Sunset Cultural Center, Ocean Avenue Crosswalks and Escolle Way; and

WHEREAS, these projects were determined by the Planning Department to be categorically exempt under CEQA; and

WHEREAS, seven (7) bids for the project were received on September 26, 2008, and the lowest bidder was The Don Chapin Company at a bid price of $128,033; and

WHEREAS, the City Engineer has concluded that a competitive bidding environment existed; and

WHEREAS, the City Engineer has recommended $12,803 for a 10 percent (10%) project
contingency for total construction costs of $140,836.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Award the bid for construction to the Don Chapin Company at a bid price of $128,033.

2. Approve $12,803 as a project contingency amount.

3. Approve the use of $140,836 from the Capital Budget, including $140,013 of Proposition

1B monies and $823 of General Fund monies.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 7th day of October 2008, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED,

_________________________
Heidi Burch, City Clerk

ATTEST:

___________________
SUE McCLOUD, MAYOR