HomeMy WebLinkAbout2008-09-16; City Council; 19571; Contract Award for Leo Carrillo Ranch Barn Stabilizaton Project No 39611 and Appropriation of Additional Project FundsCITY OF CARLSBAD - AGENDA BILL
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MTG.
DEPT.
19.571
9/16/08
Rec
CONTRACT AWARD FOR LEO CARRILLO
RANCH BARN STABILIZATION,
CITY PROJECT 39611 AND APPROPRIATION
OF ADDITIONAL PROJECT FUNDS
DEPT. HEAD ^^
CITY ATTY. Z*\
CITY MGR. {/^-^
RECOMMENDED ACTION:
Adopt Resolution No. 2008-257 , accepting bids and awarding the construction contract to
Mark Sauer Construction, Inc. for the Leo Carrillo Ranch Barn Stabilization, City Project No.
39611 and approving additional appropriations for the construction of the project.
ITEM EXPLANATION:
In March of 2005, Grant funding in the amount of $197,535 was received from the Save
America's Treasures (SAT) federal grant program for the stabilization and restoration of the
historic barn at Leo Carrillo Ranch Historic Park. In addition, the City Council authorized a 1:1
non-Federal match requirement in order to receive the Federal grant funds, thus securing a
total amount of $395,070 for the construction of the stabilization of the barn. Additional funds of
$104,930 from the Department's funds were added to cover the cost for the development of full
"build out" architectural plans and specifications for the full barn theater restoration, (scheduled
for construction at a later phase) bringing the total amount appropriated for the project to
$500,000.
Construction items for this phase of the project (barn stabilization), include the following:
- Restoration of foundation wall footings
- Structural bracing for walls
- Concrete flooring
- Roofing
- Cupola restoration
- Restoration of the exterior stairs
- Restoration of the entry doors
- Minor exterior grading and drainage improvements
On March 18, 2008, the City Council authorized the bidding for the barn stabilization project.
The advertising of the bids for the project was delayed until the end of June, due to the
discovery of new-born horned owls nesting in the barn at the end of March. The nest was
vacated in late June and construction can now proceed. On July 31, 2008, four bids were
received for the project. The table below lists the bidders and the corresponding bids received.
Contractor Name
Mark Sauer Construction Inc.
Wiley Construction Company, Inc.
Telliard Construction
DRP Construction Company
City/State
Corona/CA
Oceanside/CA
San Diego/CA
Encinitas/CA
Bid Amount
$363,000
$370,000
$383,000
$389,000
DEPARTMENT CONTACT: Liz Ketabian 760-434-2978 lketa@ci.carlsbad.ca.us
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION:APPROVED
DENIED D
CONTINUED D
WITHDRAWN D
AMENDED D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER - SEE MINUTES D
Page 2
FISCAL IMPACT:
A total of $500,000 in General Capital Construction funds have been appropriated to date in
the Capital Improvement Program budget for the Carrillo Ranch Barn Stabilization. The
appropriations to date include the $197,535 in Federal SAT Grant funds the City has been
advanced. The grant funds have been accepted and are available for construction of the
project.
In addition to the approved CIP funding, staff is requesting an additional $40,000 for
construction contingency due to the special nature of the project. Typically new construction
project contingencies are estimated in the range of 10-15% or $36,300 to $54,450. However,
due to the special nature of this project, staff is requesting a 20% ($72,600) construction
contingency because there may be unforeseen conditions (e.g. barn foundation walls and
other site work) that may require additional work once construction is underway. Currently
there are sufficient monies available in the Park in Lieu, Southeast Quadrant fund (PIL SEE) to
fund this requested increase to the construction contingency. A summary of the project
funding is outlined below.
Project Funding Summary-Carrillo Ranch Barn Stabilization
Total Appropriations (Includes $197,535 grant funds received)
Design (Spent/Encumbered to Date)
Construction
Contract Amount
Construction Contingency (20%)
Construction Management, Inspection and Testing (12%)
(Incl. Consultant Services- Heritage Architecture and Mel Green Engineering)
Total Estimated Construction Costs
Amount Available
Additional Funding Request for Construction ( PIL SE, Fund 333)
$500,000
$58,360
$363,000
$72,600
$45,000
$480,600
$441,640
$40,000
ENVIRONMENTAL IMPACT:
The Leo Carrillo Ranch Park Master Plan was originally approved by the Planning
Commission with a Mitigated Negative Declaration, on November 11, 1999 (Planning
Commission Resolution No. 4694). Planning staff has reviewed the proposed barn
stabilization project and the Planning Director has determined that the proposed project is
within the scope of the prior environmental documents and that no further environmental
documentation is required per CEQA Guideline Sections 15162.
EXHIBITS:
1. Resolution No. 2008-257 . of the City of Carlsbad, California, accepting the bids and
awarding the contract to Mark Sauer Construction Inc., for the Carrillo Ranch Barn
Stabilization, City Project 39611 and approving additional appropriations for the
project.
2. Location Map
1 RESOLUTION NO. 2008-257
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND
3 AWARDING THE CONTRACT FOR THE LEO CARRILLO
4 RANCH BARN STABILIZATION, CITY PROJECT NO.
39611, AND APPROVING ADDITIONAL
5 APPROPRIATIONS FOR THE CONSTRUCTION OF THE
PROJECT.
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WHEREAS, the City Council of the City of Carlsbad, California, has determined it
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necessary, desirable, and in the public interest to stabilize and restore the existing barn8
9 structure at Leo Carrillo Ranch Historic Park; and
10 WHEREAS, funds are available in the Fiscal Year 2008-09 Capital Improvement
11 Program Budget for the stabilization of the barn structure; and
12 WHEREAS, grant funds in the amount of $197,535 have been received from the
13 Save America's Treasure's Grant Program and are available for the stabilization of the
14 barn; and
WHEREAS, the City Council, of the City of Carlsbad, California has previously
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adopted Resolution No. 2008-080, approving the plans and specifications and authorizing
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the advertisement for the bidding for the Project; and
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WHEREAS, Four (4) sealed bids were received and opened in public by the City
20 on July 31, 2008 for the Project; and
21 WHEREAS, it was determined that Mark Sauer Construction, Inc. is the lowest
22 responsive and responsible bid received; and
23 WHEREAS, The City Council of the City of Carlsbad, California, has determined
it necessary, desirable and in the public interest to award the Project contract to Mark
25 Sauer Construction, Inc.; and
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'.?
1 WHEREAS, monies are available in the PIL SE fund (Fund 333) in the amount of
2 $40,000 to fund additional construction contingency costs for the barn stabilization
construction.
4 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
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Carlsbad, California, as follows:
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1. That the above recitations are true and correct.
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8 2. Funds are available in the Fiscal Year 2008-09 Capital Improvement
9 Program Budget for the estimated costs of the barn stabilization
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Treasures federal grant program for the stabilization of the barn at Leo
The City of Carlsbad received $197,535 from the Save America's
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Carrillo Ranch Historic Park and such funds are available for the Project.
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That the award of contract is contingent upon the bidder submitting the
lowest responsive bid executing the required contract and submitting the16
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construction at Leo Carrillo Ranch Historic Park.
required bonds and insurance policies, as described in the contract, within
twenty (20) days of adoption of this resolution. The Executive Manager
may grant reasonable extensions of time.
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appropriate additional funds in the amount of $40,000 from the PIL SE
5. That the City Council does hereby authorize the Finance Director to
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22 funds (Fund 333) for the barn stabilization Project construction.
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6. That the bids received and opened by the City for the Leo Carrillo Ranch
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Barn Stabilization, City Project 39611, on July 31, 2008 are hereby
accepted and the lowest responsive, responsible bid received is hereby
1 determined to be that bid submitted by Mark Sauer Construction, Inc., in
2 the amount of $363,000.
7. That the bid received from Mark Sauer Construction Inc., is accepted and
4 that the contract is hereby awarded to Mark Sauer Construction Inc. and
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that the Mayor is authorized to execute said contract on behalf of the City.
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8. That the City Manager is hereby given the authority to approve
n construction change orders, singly or in aggregate, for the Project up to
9 the amount not to exceed the Project budget.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 16th day of September, 2008, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard.
NOES: None.
ABSENT: None.
CLAUDE A LEWIS, Mayor
ATTEST:
SITE PLAN
;*f!if CtfY "OF~CARESBAD"i!, *'•' n noirjtniM etpwinorf -tCITY OF CARLSBAD
LEO CARRILIJO RANCH (
BARK-STABILIZATION A RESTORATION!CITY OF CARLSBAD
RECREATION DEPARTMENT
PARK DEVELOPMENT DIVISION