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HomeMy WebLinkAbout3/17/2004 - STAFF REPORTS (25) DATE: March 17, 2004 TO: City Council FROM: Director of Public Works/City Engineer PALM SPRINGS CONVENTION CENTER EXPANSION PARKING LOT & STREET IMPROVEMENTS RECOMMENDATION: It is recommended that the City Council award contract to XXXXX, in the amount of $XXXXX, for Bid Schedules XXXXXX, for the Palm Springs Convention Center Expansion Parking Lot & Street Improvements, City Project 02-27. SUMMARY: Award of this contract will construct a new parking lot at the northeast corner of Amado Road and Calle Alvarado, as well as adjacent street improvements, in conjunction with the expansion of the Palm Springs Convention Center. BACKGROUND: On May 7, 2003, the City Council approved the Convention Center Expansion project, which included construction of a new parking lot on vacant City land located at the northeast corner of Amado Road and Calle Alvarado, and adjacent street improvements. Engineering Division staff was initially responsible for the preparation of the parking lot and street improvement plans, which was included in the original Bid Package solicited by Turner Construction in October and November. On November 19, 2003, the City Council rejected all of the construction bids and directed staff to re-design the convention center expansion plans such that the project costs would be lowered to an amount allowed by the project budget. Additionally, Engineering Division staff was directed to proceed with preparation of a separate Bid Package for the parking lot and street improvements, including landscaping and irrigation for the parking lot. The landscaping and irrigation plans were prepared by Michael Buccino. Therefore, Engineering Division staff assembled project specifications and a Bid Package for this project, consisting of several Bid Schedules to give City Council options for awarding components of the project in the event construction bids are higher than the budget allocated for the parking lot and street improvement construction. The Bid Package includes eight Bid Schedules. Bid Schedule A includes a scope of work that is all inclusive and will construct the entire "North Parking Lot', and adjacent street improvements, as well as associated parking lot landscaping, irrigation, and parking lot lighting and electrical system. Alternative Bid Schedule A includes a scope of work that will construct only the south half of the "North Parking Lot', and adjacent street improvements. Companions to these two Bid Schedules are options related to the decorative meandering sidewalk, and the size of the "Southern Live Oak" trees to be installed. The landscaping plans prepared by Michael Buccino indicate a specific survey controlled horizontal layout for the meandering sidewalk adjacent to the parking lot. It is likely that the cost to construct this specific layout would be higher than if the contractor is allowed to free form the meandering sidewalk in a layout consistent with the specific layout C;�yR Palm Springs Convention Center Expansion Parking Lot&Street Improvements March 17, 2004 Page 2 indicated on the landscaping plans. Knowing this, Deductive Bid Schedule B (for the entire parking lot) and Alternative Deductive Bid Schedule B (for only the south half of the parking lot) are included to provide Council with the cost savings opportunity associated with allowing the contractor to free form the meandering sidewalk. The landscaping plans also include installation of 36" box size "Southern Live Oak" trees throughout the parking lot. Coordinating with Michael Buccino, staff realized that another component that may lead to cost savings is with the specified size of these trees to be installed in the parking lot. This species of tree is relatively fast growing, and a smaller size may be acceptable initially in that the trees will mature to provide a shade canopy more quickly than some other tree species. Knowing this, Deductive Bid Schedule C (for the entire parking lot) and Alternative Deductive Bid Schedule C (for ony the south half of the parking lot) are included to provide Council with a cost savings opportunity associated with allowing a smaller size tree to be installed in the parking landscaping. Another separate component to the project is the requirement to install storm drain improvements at the northwest corner of Amado Road and Avenida Caballeros. A standard requirement associated with construction of parking lots is to accommodate the increased storm water runoff resulting from the conversion of vacant land to an impervious paved surface. The increase in runoff is somewhat substantial, and measures are necessary to collect this runoff so that downstream properties are not affected. Most areas of the City do not have storm drain facilities with which to use to direct this increased runoff, however, in this case, the City has a large storm drain facility within Avenida Caballeros maintained by Riverside County Flood Control District into which the increased runoff may be directed. Additive Bid Schedule D includes the scope of work to install a catch basin, storm drain lateral and related improvements to facilitate this issue. This scope of work is necessary without regard to what portion of the parking lot is awarded by Council, and was a mitigation measure associated with the approval of the Convention Center project. The last component of the project is the proposal to construct a decorative meandering colored concrete pedestrian walkway across the east leg of Amado Road. This improvement would provide for a clearly delineated crossing point, with curb "pop-outs" on the northeast and southeast corners of the intersection to allow for a narrowed and safer pedestrian crossing point from the parking lot to the Convention Center, Additive Bid Schedule E includes the scope of work to remove existing improvements at the Amado Road and Calle Alvarado intersection and to construct the decorative pedestrian walkway. The project was advertised for bids, and at 4:00 P.M. on March 12, 2004, the Department of Procurement and Contracting received bids from the following contractors (see Attachment 1 for bid results): Contractor: 1. XXXXX 2. XXXXX 3. XXXXX 4. XXXXX 5. XXXXX � � Palm Springs Convention Center Expansion Parking Lot&Street Improvements March 17, 2004 Page 3 The engineer's estimate for $962,000 for Bid Schedule A; $628,000 for Alternative Bid Schedule A; $28,000 for Additive Bid Schedule D; and $60,000 for Additive Bid Schedule E. Estimates for the Deductive Bid Schedules were unknown. The basis of award is the total sum of Bid Schedule A, Additive Bid Schedule D, and Additive Bid Schedule E. The low bidder is XXXXX, from XXXXX. The company is a XXXXX whose officers are: XXXXX. Funds for this project are available from a number of sources, including funds budgeted for the related street improvements in the local Measure A revenue fund, account number 134-4498-50227 (Amado/Alvarado St Improv). Funding for the storm drain improvement component of this project (Additive Bid Schedule D) will be made available from unallocated drainage fund revenues. The balance of this project will be funded from future revenue generated by the Convention Center Expansion Bond issue. SUBMITTED: DAVID J. BARAKIAN Director of Public Works/City Engineer APPROVED: DAVID H. READY City Manager ATTACHMENTS: 1. Bid Results —1 Z��6E "P(00 f-W 2. Minute Order REVIEWED BY DEPT.OF Fli"'? ---Al V aq R3 r CITY OF PALM SPRINGS NOTICE INVITING BIDS For constructing Palm Springs Convention Center Expansion Parking Lot & Street Improvements City Project 02-27 N-1 NOTICE IS HEREBY GIVEN that sealed bids for the Palm Springs Convention Center Expansion, Parking Lot & Street Improvements, City Project 02-27, 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 March 12, 2004, at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises the complete construction of a new parking lot and street widening improvements, consisting of rough grading, roadway excavation and earthwork; removal of existing asphalt concrete and Portland cement concrete improvements; construction of asphalt concrete pavement; construction of Portland cement concrete curb, curb and gutter, cross-gutter, sidewalk, and curb ramps; parking lot lighting and electrical system; irrigation system and landscaping; traffic striping, signage and markings; storm drainage improvements; 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, 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 sum of Bid Schedule A, 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 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 . PALM SPRINGS CONVENTION CENTER EXPANSION PARKING LOT& STREET IMPROVEMENTS CITY PROJECT NO. 02-27 NOTICE INVITING BIDS 215104 PAGE 1 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 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-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 $50 . 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 $30 . 00 will be charged for sets of documents sent by mail. N-10 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. BY ORDER OF THE CITY OF PALM SPRINGS Date �IV By � David J. Barakian, PE Director of Public Works/City Engineer PALM SPRINGS CONVENTION CENTER EXPANSION PARKING LOT & STREET IMPROVEMENTS CITY PROJECT NO. 02-27 NOTICE INVITING BIDS 2/6/04 PAGE 2