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Home My WebLink About7/5/2001 - STAFF REPORTS (10) DATE: July 5, 2001 TO: City Council FROM: City Engineer and Procurement Manager HENRY FRANK ARCADE PARKING LOT RECOMMENDATION: It is recommended that the City Council authorize the purchase of parking lot lighting from a sole-source vendor, Delta Lighting Systems, Inc., in the amount of $28,686.38, for the Henry Frank Arcade Parking Lot Improvements, City Project No. 01-09. SUMMARY: The City Council has previously taken action to expedite the process to facilitate construction of the Henry Frank Arcade parking lot by November 2001. The new parking lot will require nine (9) lights in order to provide adequate illumination, and are available at a cost of $2,965 each (plus applicable sales tax). However, the manufacturer has advised that it will require a minimum of two months to fabricate these lights. Therefore, it is necessary to order the parking lot lighting in advance of construction bidding to allow for the manufacturing period. BACKGROUND: City staff has worked diligently to implement the expedited processing allowed by the City Council through its authorization on May 2, 2001, to fast track the design of the Henry Frank Arcade parking lot and Arenas Road improvement projects. To that end, City staff has completed the engineering and landscaping plans for the Henry Frank Arcade parking lot, has received Planning Commission approval, and is prepared to submit the project for bidding in July. New parking lot lighting, identical to the dual-globe decorative lights used at the Lobster Company parking lot, will be installed within the Henry Frank Arcade parking lot. These lights have historically been purchased from one vendor, Delta Lighting Systems, Inc. Although attempts have been made to obtain bids forthese decorative lights from other vendors, staff has been unsuccessful in receiving quotes other than from Delta Lighting. Delta Lighting has estimated that it will take two months to manufacture the lights required for the Henry Frank Arcade parking lot. Normally, staff would require the City's contractor to order and acquire these lights as part of its contract. However, given the fact that this project will not be awarded until August 1, receipt of the lights would be delayed until October at the earliest. To avoid any unforeseen delays, staff is recommending that the City acquire and provide the lights to the Contractor, such that completion of the project can be accomplished as scheduled. 74 Henry Frank Arcade Parking Lot July 5, 2001 Page 2 Sufficient funds are available in account no. 821-8199-65137 (H. Frank Arcade Lot), DAVID J. BARAKIAN HAROLD E. GOOD Director of Public Works/City Engineer Director of Procurement & Contracts JERRY OGBURN Downtown Development Director APPROVED: %r City Manager ATTACHMENTS: 1. Minute Order REVIEWED BY DEFT.OF FINANCE �� Z CITY OF PALM SPRINGS NOTICE INVITING BIDS For constructing Henry Frank Arcade Parking Lot Improvements City Project 01-09 N-1 NOTICE IS HEREBY GIVEN that sealed bids for the Henry Frank Arcade Parking Lot Improvements, City Project 01-09, will be received at the office of the Procurement Manager of the City of Palm Springs, California, until 2 : 00 P.M. on July 24, 2001, at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises the complete demolition of the existing Henry Frank Arcade parking lot located at 241 N. Indian Canyon Drive; and construction of a new parking lot, including: asphalt concrete pavement, Portland cement concrete sidewalk, curb, gutter, decorative pavement, access ramps, traffic striping and signage, landscaping, irrigation, lighting and electrical system, and all appurtenant work. 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 on the basis of the total sum of Bid Schedule A and Additive Bid Schedule B, and reject all other bids, as it may best serve the interest of the City. Bidders shall bid on all Bid Schedules . (b) As a condition of award, the successful bidder will be required to submit payment and performance bonds and insurance. N-4 BID SECURITY: each bid shall be accompanied by a certified or cashier' s check or Bid Bond in the amount of 10 percent of the sum of Bid Schedule A and Additive Bid Schedule B, 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: The Contractor shall possess a valid Class A Contractor license at the time of submitting bids . N-7 PREVAILING WAGE RATES NOT APPLICABLE: Funding for the Work is with all local funds and, as provided under 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 4eQry Fr!R%(cadW�a RU,�l, ro��ge�ttsion of any portion of the payment by the City Protect No.01-09 NOTICE INVITING BIDS 6/25/01 PAGE 1 r City, by depositing securities of equivalent value with the City in accordance with the provisions of Section 22300 of the Public Contract Code. N-9 OBTAINING OR INSPECTING CONTRACT DOCUMENTS: (a) Contract Documents may be inspected without charge at the office of the City Engineer, 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262 . (b) Complete sets of said Contract Documents may be purchased at $30 . 00 dollars per set and are obtainable from the office of the City Engineer, 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262 . No refund will be made of any charges for sets of Contract Documents . (c) An additional fee of $20 . 00 will be charged for sets of documents sent by mail . N-11 ADDRESS AND MARKING 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 East Tahquitz Canyon Way, Palm Springs, CA 92262 . 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 the 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 ORDER1 OF THE CITY OF PALM SPRINGS Date CITY OF PALM SPRINGS i By �j L David J. Barakian, PE City Engineer City of Palm Springs Henry Frank Arcade Parking Lot Improvements City Project No. 01-09 NOTICE INVITING BIDS 6125101 PAGE 2 N` `1? I PROOF OF PUBLICATION This is space roh County Clerks riling Stamp (2015.5.C.C.P) STATE OF CALIFORNIA Comity of Riverside -- - - - - -- -- -- - --- --------------------------------------------- I am a citizen of the United States and a resident of Proof of Publication of the County aforesaid; I am over the age of eighteen ------- No.872r - --------------------- years,and not a party to or interested in the crry of above-entitled matter.I am the principal clerk of a PALM SPRINGS MINUTE ORDER printer of the,DESERT SUN PUBLISHING NO. 6877 COMPANY a newspaper of general circulation, AUTHORIZING THE PURCHASE OF PARK- printed and published in the city of Palm Springs, ING LOT LIGHTING County of Riverside,and which newspaper has been SOURCE A VENDOR, adjudged a newspaper of general circulation by the DELTA LIGHTING SYS- THE Superior Court of the County of Riverside,State of - AM sas T FOR of California under the date of March 24,1988.Case HE'28N Rvp PARKING AR- Number 191236;that the notice,of which the -PARREOVEMRENTs, CITY annexed is a printed copy(set in type not smaller PROJECT NO. 01-09 than non iriel,has been published in each regular i HEREBY t CERTIFY p p g that this kllnnC Order, and entire issue of said newspaper and not in any authonzing the pur- chase of parking lot supplement thereof on the fallowing dates,to wit: lighting from a sole- source vendor, Delta Lighting Systems, Inc., Jul Ilth --- in the amount of y $28,686 38, for the __________________________________ Henry Frank Arcade Parking Lot improve- ments, City Project No. 01-09, was adopted by -------------—---------_----------—-------------------_------- the Cty Caurcil of the Cr of Palm Springs, California, in a meetin All in the year 2001 thereof July 2001. stfg, PATRICIA A. SANDERS I certify(or declare)under penalty of perjury that the Cit Clerk foregoing is true and correct. PUB: duty f t, 2�af llth Dated at Palm Springs,California this-------------day July of------------ 2001 OC G Signature MINUTE ORDER NO. 6877 AUTHORIZING THE PURCHASE OF PARKING LOT LIGHTING FROM A SOLE-SOURCE VENDOR, DELTA LIGHTING SYSTEMS, INC., IN THE AMOUNT OF $28,686.38, FOR THE HENRY FRANK ARCADE PARKING LOT IMPROVEMENTS, CITY PROJECT NO. 01-09. ------------------ I HEREBY CERTIFY that this Minute Order, authorizing the purchase of parking lot lighting from a sole-source vendor, Delta Lighting Systems, Inc., in the amount of $28,686.38, for the Henry Frank Arcade Parking Lot Improvements, City Project No. 01-09, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 5th day of July, 2001. PATRICIA A. SANDERS City Clerk