CITY COUNCIL: Resolution Awarding Bid to James Sommerville, Inc. for Storm Drain Improvements

Meeting Date: 15 October 2008
Prepared by: Margi Perotti, Code Enforcement Officer

City Council
Agenda Item Summary

Name: Consideration of a Resolution awarding the bid for the Storm Drain Improvements at San Antonio Avenue and 8th Avenue to James Sommerville, Inc. in the amount of $95,760 and authorize a 10% contingency cost of $9,576.

Description: The project will consist of the replacement of the storm drain pipes,
manholes, catch basins, and associated pavement patching and reconstruction.

Overall Cost:
City Funds: $105,336.00 to be allocated from Account # 01-89583-0001, approved in the FY 2008/2009 Budget.
Grant Funds: N/A

Staff Recommendation: Approve the bid award to James Sommerville, Inc.

Important Considerations: Storm drain improvements will reduce the potential of the
drain to collapse and the possibility of subsequent residential flooding. Delaying
storm drain repair contributes to the City’s increasing deferred maintenance costs.

Decision Record: The Council approved the funding of this Capital Improvement Program project as part of adopting the FY 2008/2009 Annual Budget.

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 15, 2008
SUBJECT: ADOPT A RESOLUTION AWARDING THE BID FOR THE STORM DRAIN IMPROVEMENTS AT
SAN ANTONIO AND 8TH AVENUES TO JAMES SOMMERVILLE, INC. IN THE AMOUNT OF $95,760 AND AUTHORIZE A CONTINGENCY COST OF $9,576

RECOMMENDED MOTION
Adopt the Resolution.

BACKGROUND
The City Council identified the needed storm drain replacement as a project to complete in FY 2008/2009.

STAFF REVIEW
Neill Engineers Corporation prepared bid specifications and plans. The specifications were circulated to qualified bidders. Ten bids were submitted prior
to the close of the bidding process. The lowest, responsible bidder on the project is James Sommerville, Inc.

FISCAL IMPACT
The tabulation of bids prepared by Neill Engineers is attached. The bids ranged from a low of $95,760 to the highest bid totaling $221,726. The Engineer’s Estimate was $118,840.

The total project cost, including a 10% contingency, is estimated at $105,336.

SUMMARY
The projects will improve the street drainage, eliminate the possibility of storm
drain failure, and are within 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 STORM DRAIN IMPROVEMENTS, SAN ANTONIO AND 8TH AVENUES TO JAMES SOMMERVILLE, INC. IN THE AMOUNT OF $95,760 AND AUTHORIZE A CONTINGENCY COST OF $9,576

WHEREAS, the City Council has included in the FY 2008/09 budget Storm Drain Improvements for San Antonio & 8th Avenues; and

WHEREAS, this project was determined by the Planning Department to be categorically
exempt under CEQA; and

WHEREAS, ten (10) bids for the project were received on October 9, 2008, and the low
bidder was James Sommerville, Inc., at a bid price of $95,760; and

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

WHEREAS, the City Engineer has recommended a ten percent (10%) project
contingency of $9,576.

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 James Sommerville, Inc. at a bid price of
$95,760.

2. Approve $9,576 as a project contingency amount.

3. Approve the use of $105,336 from Account #01-89583-0001.

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


Owner: CITY OF CARMEL-BY-THE-SEA TABULATION OF BIDS Engineer: NEILL ENGINEERS CORP., Carmel, CA

Project: STORM DRAIN IMPROVEMENTS, San Antonio Ave. & Eighth Ave.
Bid Opening: Thursday, October 9, 2008

# Description Quantity Unit Price Amount Price Amount Price Amount Price Amount
1 Furnish and Install 18" HDPE Storm Drain 52 L.F. $100.00 $5,200.00 $105.00 $5,460.00 $97.00 $5,044.00 $165.00 $8,580.00
2 Furnish and Install 24" HDPE Storm Drain 627 L.F. $120.00 $75,240.00 $87.00 $54,549.00 $110.00 $68,970.00 $141.00 $88,407.00
3 Remove Existing 15" & 18" CMP Storm Drain 1 L.S. $10,000.00 $10,000.00 $8,726.00 $8,726.00 $10,300.00 $10,300.00 $16,500.00 $16,500.00
4 Sawcut & Remove Portion of Drainage Channel 1 L.S. $5,000.00 $5,000.00 $3,000.00 $3,000.00 $4,600.00 $4,600.00 $8,000.00 $8,000.00
5 Construct Catch Basin 3 Each $3,000.00 $9,000.00 $3,100.00 $9,300.00 $3,300.00 $9,900.00 $3,000.00 $9,000.00
6 Construct Storm Drain Manhole 1 Each $5,000.00 $5,000.00 $3,000.00 $3,000.00 $6,800.00 $6,800.00 $5,500.00 $5,500.00
7 Connect to Existing Drainage Inlet 1 Each $1,000.00 $1,000.00 $700.00 $700.00 $1,400.00 $1,400.00 $550.00 $550.00
8 Sawcut & Reconstruct Pavement Area 2,100 S.F. $4.00 $8,400.00 $5.25 $11,025.00 $4.10 $8,610.00 $10.00 $21,000.00

TOTAL: $118,840.00 $95,760.00 $115,624.00 $157,537.00
WO: 8275 Page 1 of 3
McGUIRE AND HESTER
ESTIMATE INCORPORATED CO., INC.
ENGINEER'S JAMES SOMMERVILLE THE DON CHAPIN