CITY COUNCIL
Staff Report
CA Review RMC
Meeting Date: March 15, 2022
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Steven Stewart, Municipal Projects Manager, Public Works [email protected], 442-339-2938
Mick Calarco, Senior Projects Manager, Parks & Recreation mick.ca la [email protected], 442-339-2859
Subject: Approval of Plans and Specifications and Authorization to Advertise for Bids for the Leo Carrillo Ranch Roof Repair Project
District: 2
Recommended Action
Adopt a resolution 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 Project No. 4748.
Executive Summary
Staff request the City Council's approval of the completed plans, specifications and contract documents for the Leo Carrillo Ranch Roof Repair Project to be used to solicit construction bids to complete this work. The scope of work for the project includes structural reinforcements in each of eight historical buildings as well as removal and replacement of roofing materials.
City Council approval of these plans and specifications is required under Carlsbad Municipal Code section 3.28.080(E) because the expected value for this work is greater than $200,000.
Discussion
The Leo Carrillo Ranch Historic Park, at 6200 Flying Leo Carrillo Lane (Exhibit 2), is listed in the National Register of Historic Places and is a California Historical Landmark. A major restoration project was undertaken in 2019 to repair a large stable, add restrooms and make selective repairs to some of the buildings. During the repair work, staff noted that some of the roofs needed a more thorough assessment of their condition.
In 2020, an inspection and repair cost evaluation were conducted for eight buildings located in the park. The buildings are identified as 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.
In November 2020, staff issued a request for proposals for preparation of construction drawings and specifications to make repairs recommended in the condition assessment report.
Five proposals were received and evaluated, and on April 6, 2021, the City Council authorized March 15, 2022 Item #2 Page 1 of 7
execution of an agreement with Heritage Architecture & Planning for design services by approving Resolution No. 2021-071.
The plans, specifications and contract documents (Exhibit 2) have been completed, reviewed by staff and submitted for the required building permits. 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 successful bidder.
Options
Staff provide the following options for the City Council's consideration:
1. Adopt a resolution approving the plans, specifications and contract documents for the Leo Carrillo Ranch Roof Repair Project and authorizing the City Clerk to advertise for bids Pros
•The plans and specifications for the project have been developed in coordination with staff, reviewed by the city's plan review consultant and a building permit has been issued
•Staff have prepared a request for bids in coordination with the design team and have made this document available for public review
•Staff have obtained an updated cost estimate for the work and anticipate a bid response in line with this estimate
•Proceeding with work as soon as possible will minimize the risk of further deterioration and increased costs due to inflation
Cons
•None identified
2. Do not adopt a resolution approving the plans, specifications and contract documents for the Leo Carrillo Ranch Roof Repair Project and authorizing the City Clerk to advertise for bids, and request staff to reduce the scope of repair work Pros
•None identified
Cons
•The building deficiencies identified in the scope of work will continue to deteriorate, ultimately 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 result in an overall project cost increase due to document rework and future construction cost increases due to inflation Staff recommend Option 1 for the City Council's approval.
Fiscal Analysis
No additional funding is requested at this time. However, additional funding may be necessary at the time of contract award when staff return to the City Council to share bid results and request a contract award to the lowest responsive, responsible bidder.
March 15, 2022 Item #2 Page 2 of 7
Leo Carrillo Ranch Roof Repair
Capital Improvement Program Project No. 4748
Current appropriation — Infrastructure Replacement Fund $1,450,000 Current expenditures/encumbrances — Infrastructure Replacement Fund $174,184 Total available funding $1,275,816
Additional project costs
Construction (estimated) $1,000,000
Contingency (10% of construction estimate) $100,000
Staff time, testing, inspection $175,816
Total additional project costs $1,275,816
Remaining balance $0
Estimated future appropriations needed $0
Next Steps
With the City Council's approval, the City Clerk will advertise a request for bids for the repair project. Staff will then evaluate the bids received and identify the lowest responsive and responsible bidder.
Staff plan to return to the City Council in summer 2022 to request approval of a contract and request additional funding authorization, if necessary, to be appropriated from the Infrastructure Replacement Fund.
Environmental Evaluation
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.
Public Notification and Outreach
This item was noticed in accordance with the Ralph M. Brown Act and it was available for public viewing at least 72 hours prior to the scheduled meeting date.
Exhibits
1.City Council resolution
2.Plans, specifications and contract documents (on file in the Office of the City Clerk)
3.Location map
March 15, 2022 Item #2 Page 3 of 7
RESOLUTION NO. 2022-068
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT
DOCUMENTS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS
FOR THE LEO CARRILLO RANCH ROOF REPAIR PROJECT
WHEREAS, the City Council of the City of Carlsbad, California has determined that the plans, specifications and contract documents for the Leo Carrillo Ranch Roof Repair Project, Capital Improvement Program, or CIP, Project No. 4748, or Project, have been completed to the satisfaction of city staff; and
WHEREAS, the City Council has determined it necessary, desirable and in the public interest to construct the Project; and
WHEREAS, the plans, specifications and contract documents for the Project have been prepared, are on file at the City Clerk's office and are incorporated by reference; and WHEREAS, City Council approval of plans and specifications is required under Carlsbad Municipal Code Section 3,28.080(E) because the expected value to construct the Project exceeds the $200,000 limit established by the Public Contract Code, including the alternative provisions of the Uniform Public Construction Cost Accounting Act; and
WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d) — 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 CEQA 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 plans, specifications and contract documents for the Leo Carrillo Ranch Roof Repair Project, CIP Project No. 4748, are hereby approved.
3.That the City Clerk is hereby authorized and directed to publish, in accordance with state law and Carlsbad Municipal Code Section 3.28.080(C), a notice to contractors inviting
MATT HALL, Mayor
....... ...
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FAVIOLA MEDINA, City Clerk Services Manager
(SEAL)
bids for construction of the Project in accordance with plans, specifications and contract documents referred to herein.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 15th day of March, 2022, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Acosta, Norby.
NAYS: None.
ABSENT: None.
Exhibit 2
Plans, specifications and contract documents
(on file in the Office of the City Clerk)
March 15, 2022 Item #2 Page 6 of 7
LOCATION MAP EXHIBIT 3
RASADO
OCEANSIDE
'SAN MARCOS
ENCINITAS
PROJECT NAME
Leo Carrillo Ranch - Roof Repair Project 3 4748
PROJECT I EXHIBIT
NUMBER
PLOTTED BY: Andy Chang PLOT DATE: 2111/2E22 PATH: ZASIeven ElowaraecalionMapICarraloRanch.mxd March 15, 2022 Item #2 Page 7 of 7
Steven Stewart, Municipal Projects Manager
Mick Calarco, Senior Projects Manager
Mar. 15, 2022
Approval of Plans and Specifications and
Authorization to Advertise for Bids for the
Leo Carrillo Ranch Roof Repair Project
.
Recommendation
Adopt a resolution:
•Approving the plans, specifications and contract
documents for the Leo Carrillo Ranch Roof Repair
Project and authorizing the City Clerk to advertise
for bids.
Background/Details
•A building conditions assessment was conducted two years ago. •The design work for the Leo Carrillo Ranch roof repair project was conducted last year to address deficiencies noted in the building conditions assessment and includes necessary structural upgrades.
•The design work has been completed, submitted to the city for review and permitted. •These building are rented on a temporary basis by various patrons for weddings and this contributes a high level of income for the city. During construction, patron access to certain buildings will be restricted during the 4-6 month duration of the project.
Next Steps
•If authorized by the City Council, the City Clerk will advertise a Request for Bids to construct the project •Staff will evaluate the bids received to determine the responsive and responsible lowest price bidder •If a responsive and responsible lowest price bidder is determined, staff will return to City Council in June 2022 to request approval of a contract and additional funding if necessary
Recommendation
Adopt a resolution:
•Approving the plans, specifications and contract
documents for the Leo Carrillo Ranch Roof Repair
Project and authorizing the City Clerk to advertise
for bids.
Thank you