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Meeting Date: June 4 2013

Prepared by: Sharon Friedrichsen
City Council
Agenda Item Summary
Name: Consideration of a Resolution awarding a construction contract to Nor-Cal
Contractors, the lowest responsive bidder, in the amount of $319,800 for the
Urban Runoff Diversion Project .
Description: To comply with stormwater discharge requirements under the State Water
Resources Control Board's "Special Protections for Selected Storm Water and
Nonpoint Source Discharges into Areas of Special Biological Significance
(ASBS), the City is building a diversion system along Scenic Road and at the
intersection of 4th and San Antonio A venues to eliminate the discharge to Carmel
Bay during dry weather, when flows are composed largely of non-stonnwater.
This is the ASBS Dry Weather Diversion Project included in the City' s Capital
Improvement Plan. The construction involves diverting water captured in drainage
structures through gravity flow pipelines for subsurface disposal in nearby
landscaped areas and capturing runoff to percolate into small open-bottom catch
basins installed in the street in front of the inlets during the dry weather period.
On April 18, 2013, the, City Engineer submitted the attached letter recmmnending
the awarding of the contract to Nor-Cal Contractors, based upon the lowest
responsive bid. In addition to awarding the construction contract, this agenda item
seeks to amend the current agreement with Neill Engineering for engineering
design of the Grant Project to allow for engineering services during the
construction phase of the grant. This agenda item: (1) awards the construction
contract in an amount of $319,800 to Nor-Cal Contractors, the lowest responsive
bidder; (2) authorizes the City Administrator to execute the contract upon the
return of the contractor' s executed documents; (3)approves a contingency of
$47,970 and authorizes the City Administrator to execute change orders not to
exceed $47,970 (15%) of the base contract amount; and (4) approves $31,980
(10%) for engineering services during construction and authorizes the City
Administrator to execute an amendment to an agreement with Neill Engineer for
engineering services during construction for a not to exceed amount of $31,980.
Overall Cost:
City Funds: $19,988 (5% match of construction costs)
Grant Funds: $379,762
Total Cost: $399,750
Construction Bid: $319,800.00
Project Contingency: $47,970.00 (15%)
Project Administration/Management (Neill Engineering): $31,980.00 (1 0%);
City staff time will be used as a local match to the grant and will also be
reimbursed as allowable under the terms of the grant
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Staff Recommendation: Adopt the Resolution.
Important Considerations: In June 2011 the City was awarded a Proposition 84 ASBS
Grant to plan, design, and construct the diversion system. In April2013, four bids
were received by the City for this project, with Nor-Cal Contractor being deemed
the lowest bidder by the City' s engineer. Grant funding includes $489,000 for
construction.
Decision Record:
Attachments:
Letter from Neill Engineering recommending award of bid to Nor-Cal
Contractors.
Tabulation of Bids prepared by Neill Engineering
Resolution
Reviewed by:
~ -
Jason Stilwell, City Administrator Date
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CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2013-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AWARDING THE ASBS DRY WEATHER DIVERSION/URBAN RUNOFF DIVERSION
PROJECT CONSTRUCTION CONTRACT
WHEREAS, the City of Carmel-by-the-Sea has received a Proposition 84 grant from the State
Water Resources Control Board to build a diversion system along Scenic Road and at the intersection of
4th and San Antonio Avenues to eliminate the discharge to Carmel Bay during dry weather; and
WHEREAS, the project was advertised in the Monterey Herald on March 20, 2013 and on March
27, 2013 and four bids were received for the project on April 17, 2013; and,
WHEREAS, the City has deemed Nor-Cal Contractors the lowest responsive bidder with a bid
estimate of $319,800 for the construction of this project.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
1. Award the construction contract for the ASBS Dry Weather/Urban Runoff Diversion
Project in an estimated amount of $319,800 to the lowest responsible bidder, Nor-Cal
Contractors, 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.
2. Authorize the City Administrator to execute the construction contract upon the return of
the contractor's executed contract documents and the review and approval of the City
Attorney and the City's Administrative Services Director.
3. Approve a contingency in the amount of $47,970, or 15%, and authorize the City
Administrator to approve change orders in an amount not to exceed $47,970.
4. Approve $31,980, or 10%, for construction-related engineering services and authorize the
City Administrator to execute an amendment to an agreement with Neill Engineers.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-
SEA this ____ day of ____ , 2013 by the following roll call vote:
AYES: COUNCIL MEMBERS
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
SIGNED,
JASON BURNETT, MAYOR
ATTEST:
Heidi Burch, City Clerk
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SHERMAN W. LOW, R.C.E.
GARY W. WHITE. LS.
ClAYTON 8. NEILL, J R ~ R.C.E.
GILBERT M. NEILL. R.C.E.
Mr. Jason Stilwell
City Administrator
City of Cannel
POBox CC
Cannel, CA 93921
NEILL ENGINEERS Corp.
CONSULJING ENGINEERS
MISSION and FIFTH-BOX ll
CARMEL. CAUFORNIA 93921
(831) 624-2110
FAX: (831) 624-3693
Aprill8, 2013
Re: Urban Runoff Diversion Project
Dear Mr. Stilwell,
SUBDMSIONS, I.NIIO PLANNING,
WATER SUPPLY, SANW10N,
SUIM'IING. AIRPORIS
MUNICIMUT1S
Bids were opened for the City of Cannel-by-the-Sea Urban Runoff Diversion Project on
Wednesday, April17, 2013. Four bids were received listed in ascending order as follows:
Contractor
Nor-Cal Contractor
Monterey Peninsula Engineering, Inc.
Earthworks Paving Contractors, Inc.
The Don Chapin Co.
Engineer's Estimate
Total Bid
$319,800.00
$349,200.00
$363,800.00
$482,619.00
$300,500.00
The bids were reviewed tor mathematical accuracy and other proposal requirements. All
bid proposals were in order and considered responsive. A copy of the Tabulation of Bids is
enclosed.
There is sufficient State funding for the project. Therefore; we recommend that the
contract be awarded to the low bidder, Nor-Cal Contractor.
Very truly yours,
; x i ~ ~ N.cfo)
Sherman W. Low
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TABULATION OF BIDS Engineer: NEILL ENGINEERS CORP., Carmel, CA
r-- ENGINEER'S
ESTIMATE
H
--- --- -oeserl"ption -- --- --ra-uantitY" Unitt Price
Outfall ___! _____ , _ . . _. ' $s;ooo.ocii
__ __ ___ 1 _ _ _ . _ $6,00
3 :Install Outfall C-26 SO l!!P.rovements 1 : L.S. I $3,00
- -y- _ .!E'Stali outraf(C-18 Improvements 1 . t
5 Install Outfall C-10 SO Improvements ; 1 L.S. $40,00
in5_!SI!_Q_l_!tf!lll C-2( SO 1 __ 1_.!:.:_5_:_ _: __ $8,00
7 ;Install Outfall C-17 SO Improvements 1 1 L.S. $3,00
Amount I
$5.000.00'
8 Improvem-ents- T - . L.s.
9 l lnSiaiiouttan C-14 so Improvements
1
1 : L.s. .. vv ......... vv __
10 !lnstail6uifan c-=3 so 1 -- L.S. $73,ooo.oo $73,ooo.oo
1
$88,800.001 $88,8oo:Oo $73,000.00- $73,ooo.oo $92-;7oo.ool .
11 Install outfall C-2 so Improvements 1 . L.s. $90,000.00 sso,ooo.oo .-- sas,soo.ool 189,50o.oo $.140,000.ooj $140,000.00 $ 113,65o.ooh113,650.00, . , . ..
12 I 1 cs:- $2,000-.00!-- $700.00.--- -$700.q9 S3,20o.odf ------=-=..-.
_ __11_i!_nstall Outfall C-1 so Improvements 1 I L.S. $18,000.00 $18,000.00 $_23,000.00 $23,000.001 $18,qoo.ool $18,000.00, $1. --- --- .
__
1
__ 1 ___ __ i.500 .. 00 $1,000.00! S1&9.2:20 $2,000.00 $2,500.00 ) -- -----
1
- --:---- - TOTAL:
1
.. + ----,- . $319,800.00 __ ; --------I.
- . - --- - -- -- - - - -- - --- -' - - . - - . '
- ___ - - ::-_ 1- ____ - ___ ___ 1 _ __ __ _ ___ --+--
--- - --- ----- .--- ---------- L___ ... ___ __
-- ---r_- -------- -- -- i - ---j----
--- r \ i II +-1
- - -- -- - ------- - -1----=:f -- i -+-- +---- I .
------- - _ , t t- -
_-;-_ ---_-_ _ t--r-- 1 1 = ------1 1 1 ___ __ =r_-_-=---- _.1- ----
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