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Home My WebLink About7/7/1999 - STAFF REPORTS (23) DATE: July 7, 1999 TO: City Council FROM: City Engineer, Director of Facilities Department and Procurement Manager PALM SPRINGS PAVILION DANCE STUDIO FLOOR RENOVATION RECOMMENDATION: That the City Council award a contract to Rode Bros Inc., in the amount of $19,570.00, for the Palm Springs Pavilion Dance Studio Floor Renovation, City Project No. 98-19. BACKGROUND: The 1998/99 Capital Improvement Program includes funds for renovation of the deteriorated Pavilion Dance Studio floor. On May 29 and June 5, 1999, the project was advertised for bids and, at 2:00 P.M. on June 15, 1999, the Procurement Division was scheduled to open all formal bids received during the bidding period. However, at that time, no formal bids were received by the Procurement Division. The Procurement Division mailed Notice Inviting Bids to 21 local contractors in the Coachella Valley. Additionally, the project was advertised in 9 trade publications. During the bidding process, two contractors purchased contract documents for this project: Rode Bros Inc., Los Angeles; and Desert Floor Covering, Palm Springs. Pursuant to Palm Springs Municipal Code Chapter 3.12, Section 215, in the event no formal bids are received by the Procurement Division, the purchasing officer is authorized to negotiate for written proposals of the work for City Council consideration. As such, staff solicited written proposals from the two contractors mentioned above who purchased contract documents for this project. Staff received the following proposals: 1. Rode Bros Inc., Los Angeles $19,570.00 2. Desert Floor Covering, Palm Springs $26,325.00 The Engineer's estimate was $15,450.00 The lower cost proposal was submitted by Rode Bros Inc. All terms of the project specifications will be applicable to Rode Bros., Inc., with the exception of waiving the Bid Bond requirement. The company is a corporation and its Principals are J. V. Audino, President; Paul G. Rudolph, Vice-President; Julie Cox, Treasurer; and A. S. Audino, JUAI Secretary. Pavilion Dance Floor July 7, 1999 Page 2 Sufficient funds are available in account No. 2 6 1-2 49 3-5 1508 (Pavilion Dance Studio Floor). JF DAVID J. BARAKIAN S City Engineer Director, Facilities t. APPROVED: HAROLD GOOD ity Manager Procurement Manager ATTACHMENT: 1. Minute Order ?ALM S 16 "N City of Palm Springs Office of the City Clerk 3200 Tahqui¢Canyon Way• Palm Springs,California 92262 Cq� FO R��P TEL:(760)323-8204 •TDD.(760)864-9527 August 18, 1999 Rode Brothers 8406 Osage Avenue Los Angeles, CA 90045 Dear Mr. Sir: Attached is one executed copy of the agreement for contractual services regarding the Renovation of the Pavilion Dance Studio Floor between Rode Brothers and the City of Palm Springs, approved by the City Council on July 7, 1999, by Minute Order 6441. Agreement#4118. Certificates of Insurance have been provide and are compliant. Should you have any questions, please let me know. Sincerely, PATRICIA A. SANDERS City Clerk cc: Engineering w/agreement Finance w/agreement Post Office Box 2743 0 Palm Springs, California 92263-2743 OF PALM SA - ! ti City of Palm Springs Office of the City Clerk �•oee*ev 3200 Tahquirz Canyon Way • Palm Springs,California 92262 Cql 1 FO RNsP TEL (760)323-8204 •TDD.(760)864-9527 July 15, 1999 Rode Brothers Inc. 8406 Osage Avenue Los Angeles, CA 90045 Dear Sir: Attached are five copies of the agreement for contractual services regarding the Palm Springs Pavilion Dance Studio Floor Renovation, CP98-19, between Rode Bros, Inc., and the City of Palm Springs, approved by the City Council on July 7, 1999, by Minute Order 6441. Agreement #4118. One copy of the agreement should be retained by your Surety, the other four returned to this Office. Certificates of Insurance should be provided, naming the City of Palm Springs as an additional insured, for General Liability for $1,000,000 CSL; Automobile Liability for $1,000,000 CSL; and Worker Compensation in California Statutory requirements. Further, the cancellation clause shall state as follows: Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named to the left. The contract also requires a Performance Bond and Labor Material Bond to be furnished equal to 100% of the contract price. All Agreements and Bonds must be notarized. Should you have any questions, please let me know. Sincerely, PATRICIA A. SANDERS City Clerk cc: Engineering Tom Cartwright Post Office Box 2743 0 Palm Springs, California 92263-2743 Rode Brothers Pavilion Dance Floor Renovation CP98-19 AGREEMENT#4118 M06441, 7-7-99 Related AGREEMENT THIS AGREEMENT made this ay of in the year 19 by and between the City of Palm Springs, a Charter City, organized and ex sting in the County of Riverside, under and by virtue of the laws of the State of California, hereinafter designated as the City, and Rode Bros Inc , hereinafter designated as the CONTRACTOR. The City and the Contractor, in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1 -THE WORK The Contractor shall complete the Work as specified or indicated under the Bid Schedulelsl of the City's Contract Documents entitled: PALM SPRINGS PAVILION DANCE STUDIO FLOOR RENOVATION CITY PROJECT NO. 98-19 The Work is generally described as follows: Renovation of the Palm Springs Pavilion dance studio floor including repair of damaged floorboards,stripping,sanding,and refinishing the studio wood floor and all appurtenant work,complete in place, per the Contract Documents. ARTICLE 2-COMMENCEMENT AND COMPLETION The Work to be performed under this Contract shall commence an the date specified in the Notice to Proceed by the City and the Work shall be fully completed within the time specified in the Notice to Proceed. The City and the Contractor recognize that time is of the essence of this Agreement and that the City will suffer financial loss if the Work is not completed within the time specified in Article 2, herein, plus any extensions thereof allowed in accordance with Article 12 of the General Conditions. They also recognize the delays,expense, and difficulties involved in proving in a legal proceeding the actual loss suffered by the City if the Work is not completed on time. Accordingly, instead of requiring any such proof,the City and the Contractor agree that as liquidated damages or delay(but not as a penalty)the Contractor shall pay the City the sum of$440.00 for each calendar day that expires after the time specified in Article 2, herein. ARTICLE 3-CONTRACT PRICE The City shall pay the Contractor for the completion of the Work in accordance with the Contract Documents in current funds the Contract Price(s) named in the Contractor's Bid and Bid Schedule(s). ARTICLE 4-THE CONTRACT DOCUMENTS The Contract Documents consist of: Applicable provisions of the Notice Inviting Bids and Instructions to Bidders,the accepted Bid and Bid Schedule, the Schedule of Values, List of Subcontractors, Bidder's General Information, this Agreement, Worker's Compensation Certificate, Performance Bond, Payment Bond, Notice of Award, Notice to Proceed, Notice of Completion, General Conditions of the Contract, Supplementary General Conditions of the Contract, Technical Specifications, Drawings listed in The Schedule of Drawings in the Supplementary General Conditions or on the Cover Sheet of the Drawings,and all Change Orders, and Work Change Directives which may be delivered or issued after the Effective Date of the Agreement and are not attached hereto ARTICLE 5 -PAYMENT PROCEDURES The Contractor shall submit Applications for Payment in accordance with Article 14 of the General Conditions and the Supplementary General Conditions. Applications for Payment will he processed by the Engineer or the City as provided in the General Conditions. PAVILION DANCE STUDIO FLOOR RENOVATION AGREEMENT FORM CP 498-19 AGREEMENTS AND BONDS - PAGE 1 7/8/99 UU-21-UU U4 43 YNI TO H O 322 UhU POI o.B.A. ESTIMATE DESERT FLOOD P., 0V RING License No. 348765 n599 E, RAMON RO 191 S INDIAN CANYON OR 11 PALM SPRINGS,CA 92284 PALM SPRINGS, CA9226P TEL 323-1111 TEL 327.8880 FAX 325-5719 FAX 323-2216 Pate 9 97 1 ■ � `l N�I /} Est. Move In Terms: Net upon completion of ins"al lation or delivery of merchandise, a 1 Vs% per month service charge will be ad,fed to all past due invoices. ?L-A X :3A9.— E v3(� ' Builder Tract No. Lai No. Plan Job ° Street Address Bus, Phone zo - -Phone 17 Mailing Ar,ldress - -. - —zip Installation Procedure %mil 0 J� Remove G Replace Furn W TW: Up EXIstlnQ Carpel d Pad and Haul Away Floor Prep. ��.. NOT RESPONSIBLE FOR DOORS THAT DO NOT FIT AFTER CARPET INSTALLATION _ Total Amoun' �`� S _r r Home COnaultan( � ' _ Deposll Amount .� Accepted by Custom bealpn Center Balance Due On X Completion Accepted by Buyer All Orders uubiect To Acceptance by Desert Floor Covering "NOTICE TO OWNER" j CITY OF PALM SPRINGS ��_ 3200 E. Tahquitz Canyon Way Palm Springs, California 92262 NOTICE INVITING BIDS For constructing the PALM SPRINGS PAVILION DANCE STUDIO FLOOR RENOVATION CITY PROJECT NO. 98-19 N-1 NOTICE IS HEREBY GIVEN that sealed Bids for the Palm Springs Pavilion Dance Studio Floor Renovation, City Project No. 98-19, will be received at the office of the Procurement Manager of the City of Palm Springs, California, until 2 pm on 15 June 1999 and at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises of the repair of damaged floorboards, preparation of the existing wood flooring system, and the addition of a new urethane sealant on top of the existing at the Pavilion Dance Studio, and all appurtenant work, complete, in place, per the Contract Documents. N-3 AWARD OF CONTRACT: (a) The City reserves the right after opening Bids to reject any or all Bids, to waive any informality (non-responsiveness) in a Bid, or to make award to the lowest responsive, responsible Bidder and reject all other Bids, as it may best serve the interest of the City. (b)As a condition of award, the successful Bidder will be required to submit bonds and insurance prior to execution of the Agreement by the City. Failure to meet this requirement shall constitute abandonment of the Bid by the Bidder and forfeiture of the Bid Bond. Award will then be made to the next lowest Bidder. N-4 BID SECURITY: Each Bid shall be accompanied by a certified or cashier's check or Bid Bond in the amount of at least 10 percent of the Total Bid Price, payable to the City of Palm Springs. N-5 BIDS TO REMAIN OPEN: The Bidder shall guarantee the Total Bid Price for a period of 60 calendar days from the date of bid opening. N-6 CONTRACTOR'S LICENSE CLASSIFICATION: In accordance with the provisions of California Public Contract Code Section 3300, the City has determined that the Contractor shall possess a valid Class "B" or "C-15" Contractor's license. As required under California Business and Professions Code Section 20103 .5, the Bidder shall possess a valid license in the specified classification at the time that the Contract is awarded. Failure to possess the specified license shall render the Bid as non-responsive and shall act as a bar to award of the Contract to any Bidder not possessing said license at the time of award. N-7 PREVAILING WAGE RATES NOT APPLICABLE: Funding for the Work is with all local funds and, as provided under the City Charter, will NOT require compliance with the prevailing wage requirements of the State of California. N-8 RETAINAGE FROM PAYMENTS: The Contractor may elect to receive 100 percent of payments due under the Contract Documents from time to time, without retention of any portion of the payment by the City, by depositing securities of equivalent PAVILION DANCE STUDIO FLOOR RENOVATION NOTICE INVITING BIDS CP #98-19 PAGE 1 5/14/99 value with the City in accordance with the provisions of Section 22300 of the Public Contract Code. N-9 PRE-BID VISIT TO SITE: Prospective bidders are strongly encouraged to attend a pre-bid walk through of the proposed work site and existing facilities which will be conducted by the City at 1:00 pm on Wednesday, June 9, 1999. The meeting will commence at the Palm Springs Pavilion, 401 South Pavilion Way, Palm Springs. Failure to participate in the pre-bid walk through will disqualify a bidder as non-responsive. N-10 OBTAINING OR INSPECTING CONTRACT DOCUMENTS: (a) A full set of Contract Documents is available for inspection without charge at the office of the Engineering Division, 3200 E. Tahquitz Canyon Way, Palm Springs, California 92262 . (b) Complete sets of said Contract Documents may be purchased at $15.00 per set and are obtainable from the office of the Engineering Division, 3200 E. Tahquitz Canyon Way, Palm Springs, California 92262 . An additional charge of $15.00 will be made for each set of Contract Documents to be mailed out. No refund will be made of any charges for sets of Contract Documents. N-11 ADDRESS AND NARKING OF BIDS: The envelope enclosing the Bid shall be sealed and addressed to the City of Palm Springs, and shall be delivered or mailed to the Procurement Manager, at 3200 E. Tahquitz Canyon Way, Post Office Box 2743, Palm Springs, California 92263-2743. The envelope shall be plainly marked in the upper left hand corner with the name and address of the Bidder and shall bear the words "Bid For. . . " followed by the title of this Project and the date and hour of opening Bids. The certified or cashier's check or Bid Bond shall be enclosed in the same envelope with the Bid. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA/�/ /,�/�, Date ' `k �{ � l 1999 By -pe,4 L David J. Barakian, P.E. City Engineer Civil Engineer C 28931 PAVILION DANCE STUDIO FLOOR RENOVATION NOTICE INVITING BIDS CP N96-19 PAGE 2 5/14/99 �^1 No. 1635 CITY OF PALM SPRINGS 3200 E. RINGS CALIFORNIA CANYON WAV PALM SPRINGS ViTINGBIDS 92262 PROOF OF PUBLICATION TI NOTICE IiIVITti. BIDS For SPRINGS the �r PALM SPRINGS PAVILION (2015.5.C.C.P) DANCE STUDIO FLOOR RENOVATION CITY PROJECT NO. 98-19 N-1 NOTICE IS HEREBY GIVEN that sealed Bids for the Palm Spunps Pavilion Dance Studio Floor Renovation, City Project No 98-19, will be re- ceived at the office of the Procurement Manager of the City of Palm Springs, California, until 2pm on 15 June 1999 and at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises of the repair of damaged floorboards, preparation of the existing wood flooring system, antl the addition of a new urethane-x2lant,on-Lop of the existing at the Pavilion Dance Studio, and all appurtenant work, complete, in place, per the Con- tract Documents. N-3 AWARD OF CONTRACT: (a) The City re- serves the right after opening Bids to reject any or STATE OF CALIFORNIA all Bids, to waive any informality (non-iesponsive- County of Riverside - ___- - __ rigas)_in a Bid or to make award to the lowest re- sponsive, responsible Bidder and reject all other' Bids, as it may best serve the interest of the City a) As a condition of award, the successful Bidder will be required to submit bonds and insurance ri- or to execution of the Agreement by the City f all- ure to meet this requirement shall constitute aban- donment of the Bid by the Bidder and forfeiture of the Bid Bond. Award will then be made to the next lowest Bidder. I BID SECURITY: Each Bid shall be accnrnpa- hied by a certified or cashier's check or Bid Bond I am a citizen of the United States and a resident of in the amount of at least 10 percent of the total Bid Price, pa able to the City of Palm Springs. the County aforesaid;I am over the age of eighteen N-5 BIDS TO REMAIN OPEN: The Bidder shall years,and not a art t0 or interested in the guarantee the Total Bid Price for a period of 60 party calendar days from the date of bid opening. above-entitled matter.I am the principal clerk of a N-6 CONTRACTOR'S LICENSE CLASSIFICA- printer of the,DESERT SUN PUBLISHING n a Public Contract with e the 3300 ice City COMPANY a newspaper of general circulation, has determined that the Contractor shall possess a tinted and published in the city of Palm Springs, valid Class "B" or "C-15" Contractor's license. As P P tYrequired under California Business and Professions County of Riverside,and which newspaper has been Code Section 20103.5, the Bidder shall possess a adjudged a newspaper of eneral circulation b the valid license in the specified classification at the 1 gg Y time that the Contract is awarded. Failure to pos- Superior Court of the County of Riverside,State of sess the specified license shall render the Bid as California under the date of March 24,1988.Case non-responsive and shall act as a bar to award of the Contract to any Bidder not possessing said I[- Number 191236;that the notice,of which the tense at the time of award. annexed is a printed c0 set in N-7 PREVAILING WAGE RATES NOT APPLICA- P PY tYPa not smaller BLE: Funding for the Work is with all local funds than non pariel,has been published in each regular and, as provided under the City Charter, will NOT and entire issue of said newspaper and not in an require compliance with the prev fling wage re- Y qquirements of the State of Calftornie. supplement thereof of the following dates,to wit: N-8 RETAINAGE FROM PAYMENTS: The Con- tractor may elect to receive 100 percent of pay- ments due under the Contract Documents from May 29th,June 5th time to time,without retention of any portion of the ----------------------------------------------- .... payment by the Cityy, by depositing securities of equivalent value wr[li the City in accordance with —the provisions of Section 22300 of the Public Can- tract Code.___________ tract Code.___ N-9 PRE-BID VISIT TO SITE: Prospecirve bidders are strongly encouraged to attend a pre-hid walk All in the year 1999 through of the proposed_ivork site and existing to- Y cilaris which will be conducted by Tie City at 1:OOpm on Wednesday,June 9, 1999.1'he meenng I certifyor declare under penalty of perjury that the will commence at the Palm Springs Pavilion, 401 ) P tY P 1 Y South Pavilion Way, Palm Springs Failure to par- foregoing is true and correct. ticrpate in the pre-bid walk through will disqualify a I1th bidder as non-responsive. N-10 OBTAINING OR INSPECTING CONTRACT Dated at Palm Springs,California this--------------day DOCUMENTS: (a) A full set of Contract DoCU- June ments is available for inspection without charge at the office of the Engineering Division, 3200 E.Tah- OY---------------------------------------1999 b)Jz Canyon Way, Palm Springs, California 92262. ppp Ib) Complete sets of said Contract Documents may be purchased at$15 00 per set and are obtainable " 6 from the office of the Enyineerrnq Division. :3200 E .1 l� ti�/-��- K-R--� Tahquitz Canyon Way, Paim Spnn s, Calrfornra ____ _______________________ 92262 An additional charge of pups, will be Signature made for each set of Contract Documents to be mailed out. No refund will be made of any charges for sets of Contract Documents. N-11 ADDRESS AND MARKING OF BIDS: The envelope enclosing the Bid shall be sealed and ad- dressed to the City of Palm Springs, and shall be delivered or marled to the Procurement Manager, at 3200 E. Tahquitz Canyyon Way, Post Offre Box 2743, Palm Springs, California 92263-2743. The envelope shall be plainly narked in the upper left hand corner with the name and address of the Bid- der and shall bear the words "Bid For..." followed by the title of this Project and the date and hour of opening Bids. The cenifred or cashier's check or Brit Bond shall be enclosed in the same envelope wah the Bid. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA Date: May 24, 1999 By./s/David J.Bty Eyre; P.E. Gtty Engraver Civil Engineer M931 PUB. Mav 29. June 5. 1999 PUBLIC WORKS CONTRACTS BID RESULT CHECK LIST E]ND FFICE: q AMOUNT ' / ,��0 City Project No: q yI / r1 DATE 7-7-99 Dates Published: 0� �( ` 6 S / OTICE Y ❑N Bid Date & Time: jJ) PROJECT: o ,h(rby(il'b 014 *SUCCESSFUL: 1 . (Z6O — Ihlf—" 6. 2. 52,V{- eG rl!ti. 7. 3. 8. 4. 9. 5. 10. INCOMPLETE BIDS: Non-responsive) WHY: CONTRACTOR BACKGROUND CHECK: If!Iti9'`j9fYiUfzsl VC FktCE.`.tcv FfYCI Required? Y ❑ N v (ATTACH IF REQUIRED) Affidavit of Non-Collusion Signed & Notarized? Y ❑ IN Information required of bidder page completed? Y�2 M ❑ Type & Amount of Insurance Required: ? / IN IACII A...W.MC SP CFICOI -3 emu'yI /y Contractors License No. �/j Type(s) li StatusY1� No. of days to complete work Working Calendar Estimated Start Date: lA__4 - Estimated Completion Date: `•��P/)7 No. of days in which to execute contract after Notice of Award (date City Clark transmits contracts for execution): Davis-Bacon Exhibits (Specify Exhibits to be completed by Contractor?) Any Addenda? Y ❑ N P1 No. Addenda Signed by Contractor? T4 N ] — BONDS: //// PERFORMANCE BOND l/y % PAYMENT BOND �� % CORRECTION REPAIR BOND % BID BONDS: 1 oQ � BLANK BID SPECS. Successful Bidder: V� y�lj CASHIER ❑ N S CHECK? Y DEPOSITED IN T & A? Y ❑ N ❑ Five (5) extra Sets of bid specifications for contract execution Unsuccessful Bidders: CASHIERS CHECKS? Y ❑ N ❑ DEPOSITED IN T & A? Y ❑ N ❑ Attached: Y ❑ N ❑ Which Contractor(s): ❑ Provided Previously DO SPECS & AGREEMENT FORM REFERENCE: Public Contracts Government Code Sec. 22300 Y ❑ N ❑ Labor Code 1777.5 Y ❑ N ❑ Labor Code 1776 Y ❑ N ❑ California Standard Specifications EDITION Standard Specifications for Public Works Construction EDITION DATE: :24ABY: (rtU/�7 c DEPT• 5r4 ?Y A Ole VV^-o MINUTE ORDER NO. AWARDING CONTRACT TO RODE BROS. INC., IN THE AMOUNT OF $19,570.00 FOR THE PAVILION DANCE STUDIO FLOOR RENOVATION, CITY PROJECT NO. 98-19 I HEREBY CERTIFY that this Minute Order awarding contract to Rode Bros Inc., in the amount of $19,570.00, for the Pavilion Dance Studio Floor Renovation, City Project No. 98-19, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 71h day of July, 1999. PATRICIA A. SANDERS Acting City Clerk