Adopt Resolution 2023-046 authorizing a Purchase Order, in the amount of $50,000 to Pacific Redwood Products, LLC, to purchase materials for the Scenic Pathway Barrier Rails Project.

Constructed in the 1980s, the existing barrier rails between the Scenic Pathway and the top of the coastal bluffs, consist of different wooden configurations, with intermittent locations of more-recently placed post and cable railings. Most of the wooden structures have deteriorated due to age, exposure to the elements, and limited preventative maintenance. Over the years, many posts and horizontal railing boards have rotted, are leaning, and some segments have even been removed.

In June 2021, the City Council approved the FY 2021/22 Capital Improvement Program which included an appropriation of $50,000 for the Scenic Pathway Barrier Rail Project. This Project replaces approximately 1,000 feet of the most heavily-deteriorating and missing portions of railings along the Scenic Pathway, but not all railings.

Over the past two years, Public Works has been working collaboratively with Carmel Cares, who has provided the proposed design, obtained quotes for materials, raised funds, and will pay for the the installation contractor. Fundraising and preparation of the design plans took Carmel Cares longer than expected, and the winter storms temporarily deferred Public Works’ resources to complete this package for Council approval.

The layout/location plans and installation details have been completed and approved by the Community Planning & Building and Public Works Departments. This Project will extend between Ninth Avenue and Martin Way. The design will essentially match the 1980s design with the following three minor modifications:

1)    Existing posts and horizontal railings vary in size. All new posts will be 8” x 8”, and all horizontal railings will be 2” x 8”.

2)    All new posts will be placed into concrete footings, and the tops of the footings will be covered with soil.

3)    Only galvanized lag screws will be used rather than a combination of bolts and screws.

Four lumber supply firms were given a list of materials, including lumber, concrete, and screws. Since this solicitation was a request for quotes, rather than a formal bid process, the vendors were allowed to provide quotes on different grades of lumber. The following quotes were obtained.

Despite the cost differential, more than half of the total cost is for the 8” x 8” posts. Regarding quality and longevity, old growth Redwood is recommended as the “Best Value” in order to ensure a lasting product, despite Pacific Redwood Products not offering the lowest overall quote. Redwood lumber is estimated to last 40 to 50 years, whereas the life span of the pressure treated wood, as used in the original construction, was generally under 20 years.

Upon adoption of the Resolution, a Purchase Order will be issued to Pacific Redwood Products for a not-to-exceed amount of $50,000. The City may not contribute any funds to construction of Project; otherwise, such funds would trigger a number of State Public Works Project and Public Contracting Code regulations. Construction of this Project by Carmel Care and their contractor will be overseen by the Forestry Administrative Analyst and the Public Works Superintendent.

The FY 2021/22 Capital Improvement Program was approved as a carryover FY 2022/2023.  The Scenic Pathway Barrier Rail Project, funded by Measure C, however, was inadvertently not funded. This funding will be used to issue a Purchase Order in the amount of $50,000 to Pacific Redwood Products, LLC, under the Capital Fund Account number 301-311-00-43008. Any unused funds would remain in the capital fund.

Purchasing the lumber, concrete, and other materials leverages having our Carmel Cares official support group partners donate the full cost for the installation – which is most advantageous to the City.

In June 2021, the City Council approved the FY 2021/22 Capital Improvement Program, which included an appropriation of $50,000 for the Scenic Pathway Barrier Rail Project