Resolution 2024-036, authorizing the City Administrator to execute a Construction Contract with Monterey Peninsula Engineering for the Base Bid, Bid Additive, and 10% contingency, in the total amount of $433,818, for construction of the Mission Trail Nature Preserve, 3 Stream/Drainage Project

Adopt Resolution 2024-036, authorizing the City Administrator to execute a Construction Contract with Monterey Peninsula Engineering for the Base Bid, Bid Additive, and 10% contingency, in the total amount of $433,818, for construction of the Mission Trail Nature Preserve, 3 Stream/Drainage Project

For the Fiscal Year (FY) 2021/22 Capital Improvement Program (CIP), the City Council approved a new project and initial funding to retain engineering and environmental consultants for the first three (3) of eight (8) stream restoration measures along the drainage creek in the Mission Trail Nature Preserve (MTNP). These stream restoration projects were identified in the 2019 “MTNP Stream Stability Report” which is available for review at: https://ci.carmel.ca.us/post/mission-trail-nature-preserve

Initial funding for the project of $203,000 was based on a California Department of Parks and Recreation Per Capita Grant of $178,000 and a required City match of $25,000, funded by Measure C.

In February 2022, the City entered into a Professional Services Agreement (PSA) with Neill Engineers Corp. for engineering and design of these three drainage projects. In November 2022, the City entered into a PSA with Dudek for on-call environmental services. Under this PSA, Dudek prepared biological and other environmental technical studies associated with the proposed projects.

In June 2023, Council adopted Resolution 2023-067 for the FY 2023/24 CIP, approving the carry-over of 25 prior FY projects, including this project, and approving a new CIP Contingency Fund with an initial budget of $500,000 to cover anticipated higher costs of construction contracts.

Project Development and Bidding Results

The Project plans, specifications, and cost estimates were prepared by Neill Engineers Corp. The City’s Project Manager checked the plans, and compiled the contract and bidding documents.

The environmental review and permit acquisition process was facilitated Dudek. From mid-2022 through late 2023, permits had to be acquired from three regulatory agencies: the U.S Army Corps of Engineers, California Department of Fish and Wildlife Service, and the Regional Water Quality Control Board. Numerous project-specific requirements were generated from these permits and included in the construction bidding documents. A Coastal Development Permit was also issued by the Planning Commission. In addition, a CEQA Notice of Exemption (NOE) was issued in February 2023 and filed with the Office of Planning and Research with the State of California and the Monterey County Clerk’s office.

This project combined three stream stability and drainage-related improvement projects in the MTNP, all located in the southerly portion of the Preserve. The construction documents were divided into a Base Bid for the first two projects, and an Additive Bid for the third project. It is most cost-effective and efficient to award one construction contract to complete these similar improvements in the same general location at the same time.

 The Base Bid includes the following two projects:

1.   Drainage Improvements along Doolittle Trail: Trenching and installation of 150 feet of 18-inch to 24-inch diameter high-density polyethylene (HDPE) piping, two concrete catch basins; a rock apron, rip-rap at the pipe outlet into the creek, and related facilities.

2.  Swale Reconstruction on Willow Trail: Demolition of the existing, high-maintenance, swale crossing, grading, reconstruction of a 10-feet x 15-feet rock-lined concrete swale, installation of a rip rap stilling basin on the top end and a rip-rap energy dissipater on the bottom end; placement of a 6-inch thick “Golden Granite” base along Willow Trail covering 1,000 square feet, and installation of 30 feet of 18-inch HDPE piping, a rock apron, and rip-rap.

The Bid Additive covers the third project as follows:

3.    Boardwalk on Willow Trail: Construction of an 85-foot long, 4’-8” wide, elevated redwood boardwalk over a bog along the Willow Trail. The boardwalk will be supported by 22 structural helical piers. Conform both ends of the boardwalk extending 60-feet using “Golden Granite” base along the Trail.

The Project was approved for construction and extensively advertised for bids. Notices were published in the “Carmel Pine Cone” and “Monterey County Weekly,” at the Central Coast Builders Association, and posted on the City’s and other public purchasing websites. In addition, courtesy calls and emails were sent to 40 contractors that specialize in civil construction.

The City conducted a mandatory pre-bid meeting on February 21, 2024, and 14 prospective contractors attended. Seven bid proposals were received and opened at a Public Bid Opening held on March 19th, 2024, with the following results:

All bid proposals were responsive. The Base Bid, not the grand total, is the basis to award the contract.

The low Base Bid of $205,280, submitted by Monterey Peninsula Engineering (MPE), was 30% below the Engineer’s Estimate and just $31 below the second low bidder. While the Additive Bid for the elevated boardwalk was 8% above the Estimate, it was still well below the average bid of the remaining six bidders.  The Grant Total bid of $394,380 by MPE was 16% below the estimate.

Due to the efficiency of constructing all three, nearby drainage improvements under one construction contract, and given the favorable bids received, Staff is recommending that the Base Bid and Bid Additive be awarded at this time. A 10% contingency of $39,438 is requested should differing site conditions warrant urgent field changes.

MPE has completed a number of other construction contracts for the City. They are currently in the final phase of the FY 21/22 Annual Paving Project for the City, and will soon be underway on Cal Am Water’s Dolores Pipeline Replacement Project for which Council approved an Encroachment Permit with Special Conditions of Approval on April 1st.

The Project site is within the MTNP and surrounded by wildlife, natural vegetation, trees, and walking trails. No work can be conducted adjacent to or within the creek while water is flowing; hence, construction is best performed in the Summer/Fall. Other conditions of approval included in the three regulatory agency permits include: pre-construction Monterey Dusky-footed Woodrat and nesting bird surveys, wildfire safety measures, tree protection, and other best management practices.  An Amendment to the PSA with Dudek is currently being processed, in the amount of $34,950, to ensure that the pre-construction surveys and environmental permit conditions and reporting requirements will be met.

Construction will take four months to complete following issuance of the Notice to Proceed. MTNP will remain open during construction, and access to the trails will be maintained to the extent possible. However, the Contractor will fence off the work site for safety, and will periodically need to haul in heavy equipment and materials and remove debris. To minimize costs, construction management and inspection services will be performed by Public Works.

The Forest and Beach Commission and Friends of the MNTP also support this important project.

Costs for engineering design and environmental services, including permit acquisitions, were approximately $93,448 and were expended in prior FY CIP budgets.

The remaining costs for this Project, including the proposed construction contract, bid additive, and 10% contingency, are listed below.

The Project can be funded as follows:

Note: The City is required to identify all funding at the time a construction contract is awarded. At the March 5th and 26th Council meetings, the Public Works Director presented the CIP for FY 2024/25 and noted that supplemental funding of approximately $72,000 would be required to cover the construction shortfall for this project. The revised amount of $67,599 will be included in the Capital Improvement Budget for FY 2024/25. However, in order to award the entire Contract in FY 2023/24, prior to the allocation of these supplemental funds, Staff is requesting that the award be based on the current CIP Fund Balance temporarily, until the new budget takes effect and the CIP Fund Balance restored. No progress payments for the Bid Additive are anticipated prior to July.

For the Fiscal Year (FY) 2021/22 Capital Improvement Program (CIP), the City Council approved a new project and initial funding to retain engineering and environmental consultants for the first three (3) of eight (8) stream restoration and erosion control measures along the drainage creek in the MTNP. Initial funding for the project of $203,000 was based on a California Department of Parks and Recreation Per Capita Grant of $178,000 and a required City match of $25,000, funded by Measure C.

In February 2022, the City entered into a Professional Services Agreement (PSA) with Neill Engineers Corp. for engineering and design of these three drainage improvements and other capital projects. In November 2022, the City entered into a PSA with Dudek for on-call environmental services.

In June 2023, Council adopted Resolution 2023-067 for the FY 2023/24 CIP, approving the carry-over of 25 prior FY CIP projects, including this Project, and approving a new CIP Contingency Fund with an initial budget of $500,000 to cover anticipated higher costs of construction contracts.