CITY OF CARMEL-BY-THE-SEA

Council Report
April 7, 2015
To:

Honorable Mayor and Members of the City Council

From:

Douglas J. Schmitz, City Administrator

Subject:

Donations for Step Terracing at the Forest Theatre

RECOMMENDATION(S):
1. Authorize the acceptance of donations from PacRep for up to $60,000 to pursue
the alternate design commonly referred to as the terraced steps for the side
aisles within the seating bowl.
2. Authorize the City Administrator to negotiate and execute an amendment to the
services agreement with Cody Anderson Wasney Architects in an amount not to
exceed $15,000 to provide construction documents, etc., for the terraced steps
design;
3. Authorize the City Administrator to negotiate and execute a potential change
order to the construction contract between the City and Otto Construction in an
amount not to exceed $45,000 for the implementation of the terraced steps;
4. Authorize the City Administrator to work with the donor on the allocation of the
donated dollars as will be applied to the design and the construction phases of
the project.
ANALYSIS/DISCUSSION:
The City Council considered a donation for an alternative to the bid package for the
Forest Theatre at its meeting in March. The donation of $10,000 was to cover the cost
for plans to be prepared for the terracing of the steps in the audience section of the
theatre and for the plans to then be distributed so contractors could provide a bid
alternative cost estimate with their submittals on 30 March. The Council decided to
postpone acceptance of the donation until the bids were opened and Council could
ascertain the bids v. budget for the project.
Bids were opened on 30 March and a recommendation of award will be considered by
the Council on 7 April.
Since March, PacRep has raised additional monies to cover the estimated cost for both
the preparation of the plans and for construction. PacRep has agreed to provide the City
with an initial check for $15,000 for the architect to prepare the plans so that the
contractor can then prepare an estimate based upon those plans. Should the plan
preparation be less than $15,000, the balance would be applied to the construction

Council Meeting Date: 4/7/15

Agenda Item: 8.D
Page 1

costs and PacRep would pay the balance of monies based upon the hardscape costs to
the City. The PacRep monies would be used solely for the preparation of plans and for
construction of the terracing steps should that part of the project proceed.

APPROVED:

____________________________________
Douglas J. Schmitz, City Administrator

Date: ____________________

Council Meeting Date: 4/7/15

Agenda Item: 8.D
Page 2