CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-043
April 4, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Rob Culver, Public Works Superintendent

Sharon Friedrichsen, Director of Budget and Contracts

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Authorize a budget adjustment of $91,000 to fund the Junipero and Fifth Avenue
Storm Drain project

AMOUNT OF EXPENDITURE $ 91,000

AMOUNT BUDGETED $0
APPROPRIATION REQUIRED $ 91,000

RECOMMENDATION
Adopt a resolution authorizing a budget adjustment to transfer an amount not to exceed $91,000 from the
Beach Stair Maintenance project to the Junipero and Fifth Avenue Storm Drain project.

BACKGROUND / SUMMARY
Public Works staff recently identified an area under Fifth Avenue where a storm drain pipe had shifted due to
storm activity. This project, known as the Junipero and Fifth Storm Drain, was presented in the Draft Fiscal
Year 2017-2018 Capital Improvement Plan presented to Council on March 21, 2017. Staff has determined that
there is existing capital funds available at this time. Staff recommends that this project be funded now in order
to expedite the project and address this potential safety issue.
Project Description and Budget
This project includes relocating and replacing the storm drain pipe under Fifth Avenue between Torres and
Junipero Avenue from beneath the sidewalk to the road right of way. The installation of two new personnel
access holes and road repaving (slurry) is also required as part of the project. The City Engineer has
estimated the construction cost to be approximately $70,000. In addition to construction, there are costs
associated with design of technical specification, formal project bidding, project contingency of fifteen percent
and construction management. The total project budget is $91,000 as shown on Table 1, Estimated Project
Budget, below.
Table 1: Estimated Project Budget
Project Component Amount
Construction- Engineering Estimate $ 70,000
Construction- Contingency (15%) $ 10,500
Design and Construction Management (15%) $ 10,500
Total Cost $ 91,000
Staff is recommending Council authorize a budget adjustment to redirect existing capital project funds in order
to expedite the completion of the storm drain project. Specifically, staff recommends utilizing the beach stair
maintenance capital project, which has available funding of $216,125. With three months remaining in the
fiscal year, staff will not utilize the full funding allocated toward the beach stairs. Moreover, the $216,000
budget for this project was a conceptual cost provided in a study and includes the costs for addressing a
combination of low to high priorities at ten staircases. Staff is refining the budget for this capital project for
Fiscal Year 2017-2018 to prioritize maintenance items and to determine which items have been and are bale to
be addressed in house at a lower cost than projected within the study.
Estimated Completion Timeframe
The City Engineer will commence with drafting plans and technical specifications in order to prepare the project
for bidding if Council authorizes the budget adjustment during its April meeting. Staff anticipates bringing a
recommendation to award the project to the June Council meeting and commencing with work immediately
thereafter.
Alternatives
Council may direct staff to utilize reserve funds for this project instead of the beach stair maintenance account.
Alternatively, Council may direct staff to wait until the next fiscal year to commence working on this project.
Due to the adequate funding in another capital project, and the necessity to proceed, staff does not
recommend either of these alternatives.

PRIOR CITY COUNCIL ACTION

Council adopted the Fiscal Year 2016-2017 budget on June 7, 2016 by passing resolution 2016-037, which
including funding for various capital projects. Council received the draft CIP for Fiscal Year 2017-2018 on
March 21, 2017.

ATTACHMENTS

1. Resolution
 ATTACHMENT 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING A

BUDGET ADJUSTMENT TO TRANSFER $91,000 FROM THE BEACH STAIR MAINTENANCE PROJECT
TO THE JUNIPERO AND FIFTH AVENUE STORM DRAIN PROJECT

WHEREAS, Public Works staff have identified storm drain pipe damage underneath Fifth Avenue
caused by recent storm activity; and
WHEREAS this repair needs to be made in a timely manner in order to mitigate any safety issues; and
WHEREAS, the City Engineer has identified design and construction related costs totaling $91,00; and
WHEREAS, the storm drain repair, known as the Junipero and Fifth Storm Drain, was not included
within the Fiscal Year 2016-2017 budget adopted in June 2017; and
WHEREAS, the Beach Stair Maintenance capital project was funded for $216,450 within the Fiscal
Year 2016-2017 adopted budget and these funds remain unutilized at this time; and
WHEREAS, it is recommended that some of these funds be redirected to the storm drain project in
order to expedite the completion of the storm drain repairs; and
WHEREAS, Carmel Municipal Code Section 3.06.030 requires transfers of appropriations in regards to
capital items or projects to be approved by City Council.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Direct staff to create a new capital project account for the Junipero and Fifth Storm Drain project.
Authorize a budget adjustment to transfer $91,000 from the Beach Stair Maintenance project (account
13-78902) to the new capital project of Junipero and Fifth Storm Drain.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
4th day of April, 2017, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk