HomeMy WebLinkAbout1/29/2003 - STAFF REPORTS (2) DATE: January 29, 2003
TO: City Council
FROM: Director of Public Works/City Engineer
GENE AUTRY TRAIL AND RAMON ROAD MEDIAN LANDSCAPING
RECOMMENDATION:
It is recommended that the City Council approve and adopt the plans, specifications and
working details, and authorize advertisement for construction bids for the Gene Autry Trail
and Ramon Road Median Landscaping Project, City Project 00-01.
SUMMARY:
Section 7.03.040 of the Procurement and Contracting Code requires that Council approve
and adopt plans, specifications and working details, and authorize the bid request for all
public projects in excess of $100,000. Approval of these two projects will allow staff to
proceed with these public projects, with a total estimated cost of$661,000.
BACKGROUND:
On September 25, 1999, the Riverside County Transportation Commission issued a call for
TEA21 funded projects, to which the City responded with an application for median
landscaping of the existing medians on Gene Autry Trail (from Vista Chino to Mesquite
Avenue) and Ramon Road (from Vella Road to San Luis Rey Drive). The City was
successful in its request for the TEA Grant, and received an award of $496,000 for the
project. The original grant amount has subsequently been increased to$521,571 due b the
elimination of a TEA funded project that Palm Desert was unable to complete.
Caltrans Local Assistance, administrator of the federal grant, authorized the City to proceed
with design of this project on September 13, 2000. Shortly thereafter, the City issued a
Request for Proposals to obtain landscape architecture services, resulting in the selection of
Ronald Gregory and Associates (RGA). A contract was awarded to RGA on April 4, 2001,
by the City Council.
The plans for this project were reviewed through the City's Architectural Review Process,
involving widespread participation and review by Design Review Committee, Arts
Commission, Planning Commission, and City Council. This process occurred from May
2001 through January 2002. The plans ultimately received approval by the Planning
Commission at its January 9, 2002, meeting. Staff presented this project to the Council at its
July 24, 2002, Study Session, obtained minor comments and direction from Council, which
were incorporated into the final set of plans submitted to Council for its approval with this
action.
Further processing was required through Caltrans encroachment permitting, as Gene Autry
Trail (State Highway 111) is under their control and any improvements within their right-of-
way requires their approval. An encroachment permit was issued by Caltrans on August 15,
2002. Upon approval of the plans and issuance of a permit by Caltrans, staff submitted a
request to Caltrans Local Assistance on October 29, 2002, for authorization to promed with
construction, which was received on January 9, 2003.
A
Gene Autry Trail and Ramon Road Median Landscaping
January 29,2003
Page 2
The Gene Autry Trail and Ramon Road Median Landscaping project includes a Base Bid
Schedule and four additive alternate Bid Schedules. The Base Bid Schedule includes the
lighting and landscaping of the existing medians within the project area, and is estimated to
cost$470,000. The first additive alternate Bid Schedule includes installation of the structural
steel "mountain" and "sail" elements (7 in total)within the medians, and is estimated to cost
$85,000. The second additive alternate Bid Schedule includes removal of existing concrete
paving within the median "noses" and replacement with cobblestone paving to make the
median islands consistent with cobblestone paving in other medians, and is estimated to
cost $15,000. The third additive alternate Bid Schedule includes installation of artificial
boulders within the medians (Caltrans does not allow real boulders within its right-of-way),
and is estimated to cost$3,000. The fourth additive alternate Bid Schedule, in response to
request from the City Council at its July 24, 2002, Study Session, includes upgrading the 1
gallon plants to 5 gallon, and is estimated to cost$88,000. Therefore, the total estimate for
construction is $661,000.
Taking into consideration the previous costs related to the RGA contract ($90,000) and
additional construction costs related to Desert Water Agency fees for new irrigation meters
and Southern California Edison fees for new electrical meters, as well as construction
administration and inspection will bring the total overall project cost to approximately
$800,000. The federal TEA grant will provide$521,571 towards this cost,with the difference
representing the City's local match to the grant, funding source 134-4498-50179.
A further fiscal consideration is the increased maintenance costs to the City's current
contract for landscape maintenance of the City's medians and parkways. The estimated
annual cost per the City's landscape maintenance contractor is$18,908. This would be a
General Fund expense.
This action is being brought before Council to be in compliance with the Procurement and
Contracting Code. Upon Council's approval with this action, staff will schedule bid
advertisements, with a bid opening date of February 25, 2003.
SUBMITTED:
DAVID J. BARAKIAN
Director of Public Works/City Engineer
APPROVED:
DAVID H. READY
City Manager
ATTACHMENTS:
1. Minute Order
REVIEWED BY
DEEPPTT..OF FINANCE
CITY OF PALM SPRINGS
NOTICE INVITING BIDS
For the construction of the:
Gene Autry Trail/Ramon Road Median Landscaping
City Project No. 00-01
N-1. NOTICE IS HEREBY GIVEN that sealed bids for the Gene Autry
Trail/Ramon Road Median Landscaping will be received at the office of
the Director of Procurement and Contracting of the City of Palm Springs,
California, until 4: 00 P.M. on February 25, 2003, at which time they
will be opened and read aloud.
N-2 DESCRIPTION OF THE WORK: The Work comprises the construction
of median landscaping, lighting and irrigation improvements,
construction and installation of metal sculptural elements, and all
appurtenant work within existing curbed median islands along Ramon Road
from Vella Road to San Luis Rey Drive and along Gene Autry Trail from
Mesquite Avenue to Vista Chino.
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, Additive Bid Schedule B, Additive Bid
Schedule C, Additive Bid Schedule D, and Additive Bid Schedule E, 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 total bid
price of the total sum of Bid Schedule A, Additive Bid Schedule B,
Additive Bid Schedule C, Additive Bid Schedule D, and Additive Bid
Schedule E, 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 90 calendar days from the date of bid opening.
N-6 CONTRACTOR'S LICENSE CLASSIFICATION: The Contractor shall possess
a valid Class A or C-27 Contractor license at the time of award.
N-7 CALIFORNIA WAGE RATE REQUIREMENTS: The Contractor shall pay the
general prevailing rate of per diem wages as determined by the Director
of the Department of Industrial Relations of the State of California for
the locality where the work is to be performed. A copy of said wage
rates is on file at the office of the City Engineer. The Contractor and
any subcontractors shall pay not less than said specified rates and
shall post a copy of said wage rates at the project site.
N-B FEDERAL WAGE RATES: The general prevailing rate of wages by the
Secretary of Labor are included in the Contract. If there is any
difference between the State or Federal wages rates, the Contractor must
pay the higher of the 2 rates.
GENE AUTRY TRAIURAMON ROAD MEDIAN LANDSCAPING NOTICE INVITING BIDS
CITY PROJECT NO.00-01 PAGE 1
10/24/02 _ T,.
�N-9 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 value with the City in accordance
with the provisions of Section 22300 of the Public Contract Code.
N-10 FEDERAL NON-DISCRIMINATION PROVISION: Bidders shall comply with
the President's Executive Order No. 11246.
N-11 FEDERAL INTEREST EXCLUSION: Any contract or contracts awarded
under this Notice Inviting Bids are expected to be funded in part by a
grant from the United States Government. Neither the United States nor
any of its departments, agencies, or employees is or will be a party to
this Notice Inviting Bids or any resulting Agreement. This procurement
will be subject to regulations contained in 40 CFR Part 33 and 35.
N-12 PRE-BID CONFERENCE: Prospective bidders are required to attend
a pre-bid conference regarding fabrication requirements of the
architectural steel "mountain" and "sail" elements and other
project considerations, to be conducted at the Engineering
Department Conference Room at City Hall located at 3200 E.
Tahquitz Canyon Way in Palm Springs, California, which will be
conducted by the City at 2 : 00 PM on February 19, 2003. Failure to
participate in the pre-bid walk though may render a bidder as non-
responsive.
N-13 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
$75.00 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 $35.00 will be charged for sets of documents
sent by mail.
N-14 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 Director of Procurement and Contracting 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.
Date
By
David J. Barakian, PE
Director of Public Works/City Engineer
GENE AUTRY TRAIURAMON ROAD MEDIAN LANDSCAPING NOTICE INVITING BIDS
CITY PROJECT NO.00-01 PAGE 2
10/24/02
MINUTE ORDER NO.
APPROVING AND ADOPTING THE PLANS,
SPECIFICATIONS AND WORKING DETAILS, AND
AUTHORIZING ADVERTISEMENT FOR CONSTRUCTION
BIDS FOR THE GENE AUTRY TRAIL AND RAMON ROAD
MEDIAN LANDSCAPING PROJECT, CITY PROJECT00.01
I HEREBY CERTIFY that this Minute Order, approving and adopting the plans, specifications and
working details, and authorizing advertisement for construction bids for the Gene Autry Trail and
Ramon Road Median Landscaping Project, City Project 00-01, was adopted by the City Council of
the City of Palm Springs, California, in a meeting thereof held on the 291h day of January, 2003,
PATRICIA A. SANDERS
City Clerk
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