Resolution 2023-083, authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with BKF Engineers for the Concrete Streets Repair Project, for a not-to-exceed fee of $49,092

Adopt Resolution 2023-083 authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with BKF Engineers for the Concrete Streets Repair Project, for a not-to-exceed fee of $49,092.

In June 2022, the City Council adopted Resolution 2022-048, approving 25 Fiscal Year (FY) 2022/23 Capital Improvement Projects, including the Concrete Street Repairs Project with an allocated budget of 1,005,000. In July 2022, Council adopted Resolution 2022-058, awarding a Processional Services Agreement to Wallace Group for Project Management services for delivery of four civil engineering-oriented Capital Improvement Projects, including this Project.

In January 2023, Council adopted Resolution 2023-004, awarding a Professional Services Agreement to BKF Engineers for the Concrete Streets Repair Project for a not-to-exceed fee, with contingency, of $189,667. In June 2023, Council adopted Resolution 2023-067, approving the carry-over of 25 prior FY CIP project, including this Project.

The Concrete Streets Repair Project scope is to repair damaged concrete street segments and intersections as follows:

1. Resurface Ocean Avenue, from Monte Verde Street to San Antonio Avenue.
2. Reconstruct the intersection of Ocean and San Antonio Avenues
3. Reconstruct the intersection of San Carlos Street and Fifth Avenue
4. Reconstruct the intersection of San Carlos Street and Sixth Avenue
5. Resurface intermittent areas of San Carlos Street, between Fifth and Sixth Avenues
6. Install curb bulb-outs and ADA ramps at Junipero Street/Seventh Avenue

During design, several treatment options were evaluated to ensure the most durable treatment at the best value. Complete removal and replacement of the concrete street was determined to be cost-prohibitive. Several variations of grinding the edges and/or surface also proved to be costly. The most economical approach is to remove and replace only those structurally-damaged sections of concrete, in squares, much like the methods used to remove failed sections of asphalt pavement and patch pave, prior to placing an overlay.

As the project design was advancing to 95%, it became clear that the following three (3) additional improvements need to be incorporated into the Project along Ocean Avenue, so that the repairs would appear to be complete renovation along this iconic arterial street leading down to Carmel Beach.

1. The intersecting streets along Ocean Avenue, namely Carmelo Street, Camino Real, and Casanova Street, on both sides of Ocean Avenue, also need pavement repairs up to the crosswalks between sidewalks which also require new ADA ramps.
2. The parking lot areas on both sides of Ocean Avenue, between Monte Verde Street and Camino Real, also require spot repairs and resurfacing.
3. Ocean Avenue should receive an asphalt overlay over the entire concrete surface so that the street surface does not appear to be an unsightly patchwork of concrete squares.

Amendment No. 1 to the Professional Services Agreement was negotiated with BKF for a not-to-exceed fee increase of $49,092, to include these improvements into the final plans, specifications, and cost estimates. The additional services will include field surveying of the side streets, additional improvement plans and technical specifications, and modifying the bidding documents to include multiple bid additives so that Council can award the construction contract with as many improvements as possible within the available budget.

The remaining design work is anticipated to be completed within three months of issuance of the Notice to Proceed. Bidding is tentatively scheduled to occur during the winter months with construction progressing in early Spring 2024.

This project is managed by one of the City’s project management consultants, Wallace Group. The Project Manager will continue lead the Project to complete the design and manage the bidding and construction phases.

The total budget for the Concrete Streets Repair Project is $1,005,000. This budget includes $441,000 from external funds, including Gas Tax, SB 1, Measure X, and Regional Surfaced Transportation Improvement Program (RSTIP) funds via the Transportation Agency of Monterey County (TAMC), plus a General Fund allocation of $564,000 for the City’s “Maintenance of Effort” match.

Of the $1,005,000 budget, $67,350 was allocated for Wallace Group for Project Management services, with $19,235 expended to date.

The original fee for BKF Engineers for design was $158,904 which has been fully expended. A Supplemental Services budget of $30,763 was included in the Agreement, and unspent to date. This amount should be used for engineering support services during construction, such as for checking technical submittals, supporting change orders, and developing the punch list. The fee for additional services in Amendment No 1 of $49,092 results in a total fee allocation to BKF of $238,759.

The balance remaining for construction is $698,891. Based on the current bidding climate, it is most unlikely that all improvements contemplated and designed in the Project can be constructed. This bidding documents will include multiple bid additives so that Council can award as many improvements as possible within the available budget.

All fees for this Project will be charged to the Capital Project Fund, Account No. 301-311-00-43008.

In June 2022, the City Council adopted Resolution 2022-048, approving 25 Fiscal Year (FY) 2022/23 Capital Improvement Projects, including the Concrete Street Repairs Project with an allocated budget of 1,005,000. In July 2022, Council adopted Resolution 2022-058, awarding a Processional Services Agreement to Wallace Group for Project Management services for delivery of four civil engineering-oriented Capital Improvement Projects, including this Project.

In January 2023, Council adopted Resolution 2023-004, awarding a Professional Services Agreement to BKF Engineers for the Concrete Streets Repair Project for a not-to-exceed fee, with contingency, of $189,667. In June 2023,  Council adopted Resolution 2023-067, approving the carry-over of 25 prior FY CIP project, including this Project.