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Home My WebLink About2022-07-12; City Council; ; Acceptance of Bids and Award of Contract for the Leo Carrillo Ranch Roof Repair ProjectCA Review _RMC_ Meeting Date: July 12, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Steven Stewart, Municipal Projects Manager steven.stewart@carlsbadca.gov, 442-339-2938 Mick Calarco, Senior Projects Manager mick.calarco@carlsbadca.gov, 442-339-2859 Subject: Acceptance of Bids and Award of Contract for the Leo Carrillo Ranch Roof Repair Project District: 2 Recommended Action Adopt a resolution accepting bids received and awarding a contract to Edwards Construction Group Inc., a California corporation, for the Leo Carrillo Ranch Roof Repair Project, Capital Improvement Program Project No. 4748, for an amount not to exceed $972,283. Executive Summary The roofs of the eight historical buildings at the city’s Leo Carrillo Ranch Historic Park are in need of repair and replacement. On March 15, 2022, the City Council, having previously approved the design work for the Leo Carrillo Ranch Roof Repair Project, approved the plans, specifications and contract documents, and authorized the City Clerk to advertise for bids for the construction work. (Resolution No. 2022-068) The scope of work for the project includes structural reinforcements, as well as removing and replacing the roofing materials on each of the buildings. The city received two bids for the work. Staff are now recommending the city award a contract to Edwards Construction Group Inc., which provided the lowest responsive and responsible bid, in an amount not to exceed $972,283. Carlsbad Municipal Code Section 3.28.080(I)(6) requires the City Council’s approval for all formally-bid contracts when the value exceeds $200,000, as this project does. Discussion Background The Leo Carrillo Ranch Historic Park, at 6200 Flying Leo Carrillo Lane, is listed in the National Register of Historic Places and is a California Historical Landmark. It is a treasured natural, cultural and historical amenity for the City of Carlsbad. The ranch served as a retreat for actor, preservationist and philanthropist, Leo Carrillo and his family from 1937 to 1961. Today, the park is a popular visitor attraction and location for educational classes, camps, tours, weddings and community events. July 12, 2022 Item #5 Page 1 of 7 This project would repair and replace the roofs of all eight buildings at the park: the Hacienda, Wash House, Cabana, Cantina, Carriage House, Deedie’s House, the historic Caretaker Residence, which has staff offices, and the restroom building adjacent to it. Timeline • 2019: Staff noted potential problems with the roofs during a major restoration project. • March 2020: A consultant completed a report on the condition of the roofs that recommended repairs and evaluated the potential costs. • April 2021: The City Council authorized execution of an agreement with Heritage Architecture & Planning for design services. (Resolution No. 2021-071) These services included preparation of construction plans and specifications to make repairs. • March 15, 2022: The City Council approved the plans, specifications and contract documents for the Leo Carrillo Ranch Roof Repair Project, and authorized the City Clerk to advertise for bids for the construction work. (Resolution No. 2022-068) Proposed agreement The plans, specifications and contract documents have now been completed, reviewed by staff and submitted to the city with a building permit application. A building permit has been issued and is on file with the Building Division of the Community Development Department, ready to be used by the selected contractor. The advertisement for bids was posted on March 16, 2022. Two bids were received on May 10, 2022. Staff have reviewed the bids and found both bidders to be responsive. Staff recommend award of a contract to Edwards Construction Group Inc., which provided the lowest responsive and responsible bid in an amount not to exceed $972,283. Options Staff provide the following options for the City Council’s consideration: 1. Adopt a resolution accepting the bids received and awarding a contract to Edwards Construction Group Inc., a California corporation, for the Leo Carrillo Ranch Roof Repair Project, Capital Improvement Project No. 4748, for an amount not to exceed $972,283 Pros • Protects the historical buildings at one of the city’s most significant historic sites and a popular attraction • The lowest responsive bid value was less than a consulting engineer’s initial estimate of $1,013,000 • The bidding was competitive, with two viable bids • Proceeding with work as soon as possible will minimize the risk of further building deterioration and increased costs due to inflation • Sufficient funding is available for this contract Cons • None identified 2. Do not adopt a resolution accepting the bids received and awarding a contract to Edwards Construction Group Inc., a California corporation, for the Leo Carrillo Ranch Roof Repair Project, Capital Improvement Project No. 4748, for an amount not to exceed $972,283 July 12, 2022 Item #5 Page 2 of 7 Pros • None identified Cons • The roofs of the buildings will continue to deteriorate, possibly resulting in an irreplaceable loss of the buildings’ historic fabric • A scope of work that is less than what is identified in the plans, specifications and contract documents could potentially increase the risk for structural failure in those historic structures • Work deferred to a future date could increase the overall project cost because of the need to rework documents and future construction cost increases due to inflation Staff recommend Option 1 for the City Council’s approval. Fiscal Analysis No additional funding is being requested at this time. The current project budget is presented below. Leo Carrillo Ranch Roof Repair, Capital Improvement Project No. 4748 Current appropriation – Infrastructure Replacement Fund $1,450,000 Current expenditures/encumbrances – Infrastructure Replacement Fund $178,157 Total available funding $1,271,843 Additional project costs Construction contract with Edwards Construction Group Inc. $972,283 Contingency (10% of construction estimate) $97,228 Staff time, testing, inspection (estimate) $202,332 Total additional project costs $1,271,843 Estimated future appropriations needed $0 Carlsbad Municipal Code sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager to approve change orders up to an amount equal to the contingency set at the time of contract award. That amount for this project is $97,228. Next Steps Once contract documents are fully executed and a purchase order is issued, staff will schedule a pre-construction meeting with Edwards Construction Group and issue a notice to proceed. The project work is expected to start construction in late summer 2022 and be completed by early 2023. Environmental Evaluation The City Planner has determined that the project is exempt from the California Environmental Quality Act under CEQA Guidelines Section 15301(d), which applies to the restoration or rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment to meet current standards of public health and safety. No exception to the exemption as set forth in Guidelines Section 15300.2 applies. July 12, 2022 Item #5 Page 3 of 7 Public Notification and Outreach Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Prior to start of construction, the public will be notified of construction activities using methods such as signage, email, website and other city communication channels. The construction contractor will also be required to notify the public of construction activities. Exhibits 1.City Council resolution 2.Location map July 12, 2022 Item #5 Page 4 of 7 RESOLUTION NO. 2022-164 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS RECEIVED AND AWARDING A CONTRACT TO EDWARDS CONSTRUCTION GROUP, INC., A CALIFORNIA CORPORATION, FOR THE LEO CARRILLO RANCH ROOF REPAIR PROJECT WHEREAS, on March 15, 2022, the City Council adopted Resolution No. 2022-068, approving the plans, specifications and contract documents and authorizing the City Clerk to advertise for bids for the Leo Carrillo Ranch Roof Repair Project, Capital Improvement Program, or CIP, Project No. 4748; and WHEREAS, on May 10, 2022, staff received two construction bids for the roof repair work; and WHEREAS, staff determined that Edwards Construction Group, Inc., a California corporation, submitted the lowest responsive and responsible bid for the work in an amount not to exceed $972,283; and WHEREAS, Carlsbad Municipal Code Section 3.28.080(1)(6) requires the City Council's approval for all formally-bid contracts when the value exceeds $200,000, and this project is subject to this requirement; and WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(8) authorize the City Manager to approve change orders up to an amount equal to the contingency set at the time of contract award, which is $97,228; and WHEREAS, the City Planner has determined that the action to authorize a contract for renovation work is exempt from the provisions of the California Environmental Quality Act pursuant to Article 19, Section 15301(d) which applies to the restoration or rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment to meet current standards of public health and safety and that no exception to the exemption as set forth in Guidelines Section 15300.2 applies. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the lowest responsive and responsible bid of $972,283 submitted by Edwards Construction Group Inc., a California corporation, for the Leo Carrillo Ranch Roof Repair Project is accepted and the Mayor is hereby authorized to execute the contract for this project. Exhibit 1 July 12, 2022 Item #5 Page 5 of 7 3.That the City Manager is hereby authorized to approve construction change orders up to the amount of $97,228 for the roof repair work. 4.That the award of this contract is contingent upon Edwards Construction Group Inc. executing the required contract and submitting the required bonds and insurance policies as described in the contract, within 20 days of 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. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 12th day of l.!:!.!Y, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta. None. Norby. � �FAVIOLA MEDINA, City Clerk Services Manager (SEAL) July 12, 2022 Item #5 Page 6 of 7 July 12, 2022 Item #5 Page 7 of 7 LOCATION MAP PROJECT NAME Leo Carrillo Ranch -Roof Repair Project PLOTTED BY: Andy Chang PLOT DATE: 2/11/2022 PATH: Z:\Steven Stewart\LocationMap\CarrilloRanch.mxd PROJECT NUMBER 4748 EXHIBIT 3 EXHIBIT 3