HomeMy WebLinkAbout2024-10-29; City Council; ; Updated Amount of Construction Contract for the El Camino Real Widening from Sunny Creek Road to Jackspar Drive ProjectCA Review GH
Meeting Date: Oct. 29, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Brandon Miles, Associate Engineer
brandon.miles@carlsbadca.gov, 442-339-2745
Hossein Ajideh, Engineering Manager
hossein.ajideh@carlsbadca.gov, 442-339-2756
Subject: Updated Amount of Construction Contract for the El Camino Real
Widening from Sunny Creek Road to Jackspar Drive Project
District: 2
Recommended Actions
Adopt a resolution awarding a construction contract to Dick Miller, Inc. for the El Camino Real
Widening from Sunny Creek Road to Jackspar Drive Project in an updated amount not to exceed
$3,993,598 and authorizing an additional appropriation of $116,050 from gas tax funds to
Capital Improvement Program Project No. 6094.
Executive Summary/Explanation & Analysis
This project will widen northbound El Camino Real from Sunny Creek Road to Jackspar Drive to
add a third northbound vehicle lane, as shown in Exhibit 2, to meet the city’s design standards
and the standards in the city’s General Plan and Growth Management Plan. The project will also
provide new sidewalks, new streetlights and enhanced buffered bike lanes.
On Sept. 10, 2024, the City Council authorized award of the construction contract to Dick Miller,
Inc. in an amount not to exceed $3,882,738 and authorized an additional appropriation in an
amount of $600,000 from TransNet1 and $250,000 in gas tax funds, for a total additional
appropriation of $850,000.
Upon closer review, staff discovered a clerical error in which the contractor’s submitted bid
form showed an amount of $3,882,738 but the online bidding portal PlanetBids showed a bid
amount of $3,993,598. Under the terms of the bid documents, if there is a discrepancy
between the written price on the bid form and the price submitted through the online bidding
portal, the online bidding portal price prevails.
Staff request that the City Council award the construction contract for the project to Dick
Miller, Inc., in an updated amount of $3,993,598 and authorize an additional appropriation of
$116,050 from gas tax funds to Capital Improvement Program Project No. 6094.
1 TransNet is the county sales tax that funds transportation projects.
Oct. 29, 2024 Item #4 Page 1 of 7
Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6), which cover purchasing in
construction contracts, require the City Council’s approval for all formally bid contracts when
the value exceeds $200,000, as this project does.
Fiscal Analysis
The project is currently funded using TransNet and gas tax funds. An additional appropriation of
$116,050 of gas tax funds is required to award the contract with the updated contract amount.
Available funding and the estimated construction costs for the project are shown in the table
below:
Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or
designee to approve change orders in an amount equal to the contingency set at the time of
project award, which for this project is $650,000.
Next Steps
Once the City Council authorizes award of the construction contract to Dick Miller, Inc. with an
updated contract amount of $3,993,598, staff will issue a purchase order, schedule a
pre-construction meeting with Dick Miller, Inc. and issue a notice to proceed for construction of
the project.
Construction is expected to commence in December 2024, with a duration of about 12 months
and an estimated completion date of December 2025.
Environmental Evaluation
The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060,
has determined that the project belongs to a class of projects that the state Secretary for
Natural Resources has found do not have a significant impact on the environment. It is
therefore categorically exempt from the requirement for the preparation of environmental
documents in accordance with Guideline Section 15303(d) Class 3 of the California
Environmental Quality Act.
In making this determination, the City Planner has found that the exceptions listed in Section
15300.2 of the guidelines do not apply to this project. The project is consistent with 15303(d)
Class 3 because it consists of construction limited to new facilities, such as street improvements
El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project
Capital Improvement Program Project No. 6094
Total appropriation to date $5,860,000
Total expenditures and encumbrances to date -$847,412
Total available funding $5,012,588
Construction contract – Dick Miller, Inc. -$3,993,598
Construction contingency -$650,000
Construction management, inspection, material testing, support
services and staff support (estimated) -$485,000
Total estimated project costs -$5,128,598
Remaining balance -$116,010
Additional appropriation requested (rounded) $116,050
Oct. 29, 2024 Item #4 Page 2 of 7
of reasonable length. The project fills in an existing gap in pedestrian and street facilities. A
notice of this determination was circulated to the public for a 10-day period, which began on
Oct. 19, 2022, and ended on Oct. 31, 2022, and no appeal was filed.
Exhibits
1. City Council resolution
2. Location map
Oct. 29, 2024 Item #4 Page 3 of 7
Exhibit 1
Oct. 29, 2024 Item #4 Page 4 of 7
RESOLUTION NO. 2024-240
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AWARDING A CONTRACT TO DICK MILLER, INC. FOR THE EL
CAMINO REAL WIDENING FROM SUNNY CREEK ROAD TO JACKSPAR DRIVE
PROJECT IN AN UPDATED AMOUNT NOT TO EXCEED $3,993,598 AND
AUTHORIZING AN ADDITIONAL APPROPRIATION IN AN AMOUNT OF
$116,050 FROM GAS TAX FUNDS TO CAPITAL IMPROVEMENT PROGRAM
PROJECT NO. 6094
WHEREAS, the City Council of the City of Carlsbad, California, has determined it is necessary,
desirable and in the public interest to construct the El Camino Real Widening from Sunny Creek Road to
Jackspar Drive Project, Capital Improvement Program, or CIP, Project No. 6094; and
WHEREAS, Carlsbad Municipal Code, or CMC, Sections 3.28.080(() and 3.28.080(1)(6), which
govern purchasing in construction contracts, require the City Council to award all formally bid contracts
when the value exceeds $200,000; therefore, the project is subject to this requirement; and
WHEREAS, on Sept. 10, 2024, the City Council authorized award of the project to Dick Miller,
Inc. in an amount not to exceed $3,882,738, which was the amount the contractor submitted on its bid
form; and
WHEREAS, the contractor's online bidding portal's amount was $3,993,598; and
WHEREAS, the bid documents indicate that if there is a discrepancy between the written price
on the bid form and the price submitted via the online bidding portal, the online bidding portal price
prevails; and
WHEREAS, staff request award of the contract to Dick Miller, Inc. for the project in an updated
amount of $3,993,598; and
WHEREAS, CMC Sections 3.28.040{C)(S) and 3.28.090(8) authorize the City Manager or
designee to approve change orders in an amount equal to the contingency set at the time of project
award, which is $650,000 for the project; and
WHEREAS, staff request an additional appropriation in an amount of $116,050 from gas tax
funds to CIP Project No. 6094; and
WHEREAS, the City Planner, through the process outlined in CMC Section 19.04.060, has
determined that the project belongs to a class of projects that the state Secretary for Natural Resources
has found do not have a significant impact on the environment. It is therefore categorically exe mpt from
Oct. 29, 2024 Item #4 Page 5 of 7
the requirement for the preparation of environmental documents pursuant to Guideline Section
15303(d) Cla ss 3 of the California Environmental Quality Act; and
WHEREAS, in making this determination, the City Planner has found that the exceptions listed
in Section 15300.2 of the Guidelines do not apply to this project. The project is consistent with 15303(d)
Class 3 because it consists of construction limited to new facilities, such as street improvements of
rea sonable length. The project fills in an existing gap in pedestrian and street facilities. A notice of this
determination was circulated to the public for a 10-day period, which began on Oct. 19, 2022, and ended
on Oct. 31, 2022, and no appeal was filed.
follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
1. That the above recitations are true and correct.
2. That the bid of $3,993,598 submitted by Dick Miller, Inc. for construction of the El
Camino Real Widening from Sunny Creek Road to Jackspar Drive Project, CIP Project No.
6094, is accepted, and the Mayor is authorized to execute the contract for the project
with the updated contract amount.
3. That the City Manager or designee is authorized to approve construction change orders
up to $650,000 for the El Camino Real Widening from Sunny Creek Road to Jackspar
Drive Project, CIP Project No. 6094.
4. That the City Manager or designee is authorized to appropriate $116,050 from gas tax
funds to CIP Project No. 6094.
5. That the City Manager or designee is authorized to sign all other documents necessary
for regulatory compliance, to extend funding opportunities, or to otherwise implement
and finalize the project, all of which are subject to review and approval as to form by
the City Attorney's office.
6. That the award of this contract is contingent upon Dick Miller, Inc. executing the
required contract and submitting the required bonds and insurance policies, as
described in the contract, within 20 calendar days after adoption of this Resolution. The
City Manager may grant reasonable extensions of time to execute the contract and
assemble the required bonds and insurance policies.
Oct. 29, 2024 Item #4 Page 6 of 7
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 29th day of October, 2024, by the following vote, to wit:
AYES :
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER.
NONE.
LUNA.
NONE.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Cl erk
(SEAL)
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PLOT DATE: 6/16/2021 PATH: S:\EngGIS\Madison_Power\Location maps\El Camino Real Widening- Sunny Creek road to Jackspar.mxd
PROJECT NAME EXHIBITPROJECTNUMBER60942EL CAMINO REAL WIDENING FROM SUNNY CREEK ROAD TO JACKSPAR DRIVE PROJECT
LOCATION MAP
CARLSBAD
VISTA
OCEANSIDE
ENCINITAS
SAN MARCOS
Vicinity Map ³
PLOTTED BY: MPower
SITE
SITE
³NOT TO SCALE
Exhibit 2
Oct. 29, 2024 Item #4 Page 7 of 7