HomeMy WebLinkAbout1/28/2004 - STAFF REPORTS IS P
DATE: J, uary-21- 20f
TO: City Council
FROM: Convention Center Construction Project Administrator
APPROVAL OF REVISED PLANS AND SPECIFICATIONS
RECOMMENDATION:
It is recommended that City Council approve the Revised Plans and Specifications for
the Convention Center Expansion Project, City Project No. 02-27, and authorize the
solicitation of trade bids for the project.
SUMMARY:
This action would approve the revised Plans and Specifications for the Convention
Center Project and authorize the solicitation of trade bids.
BACKGROUND:
On October 15, 2003,the City Council approved the Plans and Specifications for the
Convention Center Expansion Project and authorized the solicitation of trade bids.
On November 18, 2003, the City Council, after reviewing the first four (4) trade
contract bids, rejected all the bids and advised the design team to downsize the
project to meet the approved budget.
The redesign work is now complete and a new set of Plans and Specifications,dated
January 19,2004, are now in plan check awaiting approval to proceed to build. Some
$4.4 million in estimated project costs has been eliminated from the project in this
redesign effort.
A resolution approving the revised Plans and Specifications is attached for City
Council consideration. Complete sets of Plans and Specifications are on file with the
City Clerk.
ALLEN F. SMOOT
Convention Center Construction Project Administrator
City Manager
ATTACHMENTS: t
1. Resolution
2. Plans & Specs (on file with City Clerk)
4_A
ci-
DATE: January 28, 2004
TO: City Council
FROM: Director of Planning and Zoning
CASE 5.0344 - PD 164A - APPLICATION BY THE CITY OF PALM SPRINGS FOR
ARCH ITECTU RAL APPROVAL OF FINAL DEVELOPMENT PLANS FOR EXPANSION TO
THE CONVENTION CENTER LOCATED AT 277 NORTH AVENIDA CABALLEROS,
PD164A ZONE, SECTION 14.
RECOMMENDATION:
The Planning Commission met on January 28, 2004 and voted 4-0, 3 abstentions to
recommend approval of the final development plans subject to the following:
A. Submit concrete color and pattern details for approval by Director of Planning and
Zoning; and
B. Revise east courtyard areas as follows:
I. Eliminate pedestrian paths(decomposed granite)from Avenida Caballeros
sidewalk to proposed lawn area.
II. Increase slope tree and shrub planting adjacent to Avenida Caballeros.
III. Add canopy trees along Avenida Caballeros frontage.
IV. Eliminate perimeter pedestrian path (decomposed granite) on south and
east sides of lawn area.
V. Evaluate with Convention Centerstaff creating 2-3 decorative concrete lawn
access points.
VI. Add small to medium trees to perimeter of lawn area to create shade and
screen building.
VI I. Add delivery vehicle access point adjacent to fire access lane.
C. Eastside of exhibit hall — add trees to replace canopy. Consider meandering
sidewalk to allow stagger of trees. Also, add additional shrubs or vines to soften
pedestrian scale against building wall.
D. Change loading area screen wall to Dryvit finish. Also, create offset in wall where
it ties into the building.
E. Upgrade landscape material, particularly at Amado Road and Avenida Caballeros.
ATTACHMENTS:
1. Convention Center Revised Plans — Parking Calculations
a
VALM sA City of Palm Springs
Department of Planning &Zoning
N 3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
�• ``'•m Tel: (760) 323-8245 Fax: (760) 322-8360
C.1"FOAL 01 MEMORANDUM
Date: January 28, 2004
To: Planning Commission
From: Director of Planning and Zoning
Subject: Case 5.0344— Convention Center Parking Calculations
The parking lot plans for the Convention Center expansion have been revised since the plan was
given preliminary approval. The analysis of the changes in the parking lot plans is as follows:
Parking Lot Ori final A royal Revised Plan
North Parking Lot (NE corner
of Amado Road and Calle 725 spaces 707 spaces (including 240
existing spaces)
Alvarado
Prairie Schooner Lot(SE
corner of Andreas Road and 475 spaces 467 spaces
Calle EI Segundo)
TOTAL 1200 spaces 1174 spaces
725 spaces (Nah parklpg lot '935 spaces (Prairie Schooner,
Phase T'Gorn'parison' and exWjng,spaees, butri°t !south hglf;of North parking fot
in'elutlin Prairie Scho'o,'r and QxJstih spaces)' . ,
The reduction in the number of parking spaces was the result of 18 parking spaces being deleted
from the North parking lot due to concerns expressed by abutting residential property owners and 8
spaces deleted from the Prairie Schooner parking lot.
It was initially expected that the Prairie Schooner parking lot would be used as an overflow parking
lot for special events, However,the Prairie Schooner parking lot is currently under construction and
will be used as primary parking for the Convention Center. In light of the budget considerations for
the Convention Center expansion,the City will be soliciting construction bids for construction of the
North parking lot with two alternatives: construction of the entire parking lot or construction of only
the south half of the entire parking lot. In the event construction bids exceed the project's budget,
only the south half of the parking lot will be constructed at this time. However, the north half of the
parking lot will be rough graded for future construction and treated with a permanent, City-approved
dust suppressant(stabilizer) or covered with clean, washed gravel as required by and consistent
with Chapter 8.50 of the Municipal Code related to Fugitive Dust Control. In this case,the north half
of the parking lot will be used as an overflow parking lot for special events.
With the revised plans, the parking ratio for the Convention Center expansion is now 132 square
feet of floor area per parking space compared with the original 129 square feet of floor area per
parking space. This ratio is still within the range of parking ratios that was originally analyzed(115
square feet per space to 141 square feet per space). In addition,the revised plans forthe first phase
of construction result in more parking spaces (935 spaces) than were originally approved.
Therefore, the new parking lot plans are substantially in conformance with the originally approved
plans.
^� CONVENTION CENTER EXPANSION PROJECT
DECEMBER 4, 2003
Total Funding Available $40,564,183
(Bonds and TOT Collections)
Less Reserve for Land Acquisition ( 1,250,000)
Less Soft Costs ( 6,523,682)
Less Contingencies ( 4,566,183)
Less North Parking Lot ( 1,075,000)
Less FF&E and General Requirements ( 1,301,205)
Available for Construction $25,848 113
Latest Cost Estimate ($29,753,394)
Under (over) Budget ($ 3,905,281)
*13 hour Value Engineering session has resulted in an estimated$4,035,700 in cuts.
NEW SCHEDULE:
Completed Revised Drawings February 2, 2004
Council Approves Plans February 2, 2004
Project to Bid February ,5, 2004
Bids Due March ll%$, 2004
Council Awards Bids March /? 24, 2004
Construction Begins April 15, 2004
Project Complete September 1, 2005
CONVENTION CENTER EXPANSION BOND ISSUE
Funding Scenarios For Phase II
November 2003
TOT+ Interest+ Rate I
(Plus Growth)
Revenue Available Annually 2,300,000
Bond Proceeds 41,030,000
Cost of Issue (1,319,787)
Reserve Fund (2,365,000)
Capitalized Interest (3,775,354)
Net Bond Proceeds 33,569,859
Phase II Civil Design Savings 100,000
03/04 Capital Funds 200,000
TOT Collections
FY 02/03 385,000
FY 03/04 300,000
FY 04/05 2,170,000
FY 05/06 2,235,100
FY 06/07 2,313,329
Net Debt Service, FY O6/07 (709,105)
Total Funding Available 40,56,4,183
Reserve For Land Acquisition (1,250,000)
Total Funding Available for Project 39,314,183
Soft Costs (Phase ll)
Architectural Design (2,972,083)
Special Studies (If Needed) (209,500)
Environmental Documentation (58,000)
Topo Surveying (18,000)
Pre Construction CM Services (174,502)
Other Soft Costs (722,600)
Construction Management Services (1,968,997)
Subtotal Soft Costs (6,1213,682)
Pre-Opening Marketing (400,000)
Total of Above Costs (6,523,682)
Available for Construction 32,790,501
Less FF&E Set Aside (400,000)
Less 500 Space Parking Lot (1,075,000)
Less Construction Contingency (3,766,183)
Less Buyout Contingency (800,000)
Less General Requirements (901,205)
Available for Convention Center 25,848,113
Y
CONVENTION CENTER EXPANSION PROJECT
(1/28/04 Study Session)
Total Project Funding Available $40,564,183
(Bonds and TOT Collections)
Less Reserve for Land Acquisition ( 1,250,000)
Less Soft Costs ( 6,523,682)
Less Contingencies ** ( 4,566,183)
Less ''/z North Parking Lot ( 575,000)
Less FF&E plus General Requirements ( 1,301,205)
Total Available for Construction $26,348,113
Latest Estimate of Project Construction Cost ($26,638,239)
Under/(Over) Budget ($ 290,126)
** Contingency Break down
Bidding Period Contingency 800,000
Construction Contingency 3,766,183
Total Contingency $4,566,183
Less Amount Over Budget ( 290,126)
Remaining Contingency $4,276,057
REMAINING CONCERNS
1. Steel Pricing - Possible 10% increase before bidding is complete.
2. Bidding Environment - Contractors are very busy.
CONTINUING TEAM EFFORT
1. Plan Review and evaluation of specifications.
2. Develop contingency cut list if bids come in high.
CITY OF PALM SPRINGS, CALIFORNIA
ADVERTISEMENT FOR
TRADE CONTRACTORS PRE-QUALIFICATION
CONVENTION CENTER EXPANSION PHASE II
CITY PROJECT#02-27
NOTICE IS HEREBY GIVEN that the City of Palm Springs has determined that bidders for the
below designated trade contracts must be pre-qualified prior to submitting a bid on the
Convention Center Expansion Phase II:
Bid Package #C-5 Drilled Piers
Bid Package #C-15 Site Concrete
Bid Package#C-16 Decorative Concrete
Bid Package#C-18 Concrete and Concrete Reinforcing
Bid Package #C-19 Shotcrete and Reinforcing
It is mandatory that all Trade Contractors who intend to submit a bid for any of the above listed
bid packages fully complete the pre-qualification questionnaire, provide all materials requested
herein, and be approved by the City of Palm Springs to be on the final qualified Bidders lists.
Trade Contractors must pre-qualify for each bid package separately. No bid will be accepted
from a Trade Contractor that has failed to comply with these requirements for the referenced bid
packages. If two or more business entities submit a bid as part of a Joint Venture, or expect to
submit a bid as part of a Joint Venture, each entity within the Joint Venture must be separately
qualified to bid. The last date to submit a fully completed questionnaire is November 25, 2003,
at 12:00, noon. Trade Contractors are encouraged to submit pre-qualification packages
as soon as possible, so that they may be notified of omissions of information to be remedied
or of their pre-qualification status well in advance of the bid closing dates.
Answers to questions contained in the pre-qualification questionnaire, information about current
bonding capacity, notarized statement from surety, and the most recent reviewed or audited
financial statements, with accompanying notes and supplemental information are required. The
City will use these documents as the basis of rating Trade Contractors in respect to the size and
scope of contracts upon which each Trade Contractor is qualified to bid. The City reserves the
right to check other sources available. 'The City's decision will be based on objective evaluation
criteria.
The City reserves the right to adjust, increase, limit, suspend or rescind the pre-qualification
rating based on subsequently learned information. Trade Contractors whose rating changes
sufficient to disqualify them will be notified, and given an opportunity for a hearing consistent
with the hearing procedures described below for appealing a pre-qualification rating.
While it is the intent of the pre-qualification questionnaire and documents required therewith to
assist the City in determining bidder responsibility prior to bid and to aid the City in selecting the
lowest responsible bidder, neither the fact of pre-qualification, nor any pre-qualification rating,
will preclude the City from a post-bid consideration and determination of whether a bidder has
the quality, fitness, capacity and experience to satisfactorily perform the proposed work, and
has demonstrated the requisite trustworthiness.
The Palm Springs Convention Center is owned and operated by the City of Palm Springs. The
City has contracted with Turner Construction Company to serve as Construction Manager for
the project. Individual trade contracts will be bid, awarded and held by the City. The project is
an expansion to the existing Palm Springs Convention Center. Work includes approximately
117,000 sq of new construction for a total building area of approximately 265,000 sq. The
expansion includes approximately 35,000 sf of exhibit hall space, 20,000 sf of meeting room
space, plus various support and ancMary spaces. The site is bounded by Calle Alvarado,
Amado Road, and Avenida Caballeros. The existing Convention Center and Wyndham Hotel
will remain open and operational during the construction period. It is anticipated that
approximately 60 individual trade contracts will be developed for construction of the project.
The pre-qualification packages should be submitted under seal and marked "CONFIDENTIAL"
to Harold E. Good, CPPO, Director of Procurement & Contracting, City of Palm Springs, 3200 E.
Tahquitz Canyon Way, Palm Springs, California 92263-2743.
The pre-qualification packages (questionnaire answers and financial statements) submitted by
Trade Contractors are not public records and are not open to public inspection. All information
provided will be kept confidential to the extent permitted by law. However, the contents may be
disclosed to third parties for purpose of verification, or investigation of substantial allegations, or
in the appeal hearing. State law requires that the names of Trade Contractors applying for pre-
qualification status shall be public records subject to disclosure, and the first page of the
questionnaire will be used for that purpose.
Each questionnaire must be signed under penalty of perjury in the manner designated at the
end of the form, by an individual who has the legal authority to bind the Trade Contractor on
whose behalf that person is signing. "If any information provided by a Trade Contractor
becomes inaccurate, the Trade Contractor must immediately notify the City and provide updated
accurate information in writing, under penalty of perjury.
The City reserves the right to waive minor irregularities and omissions in the information
contained in the pre-qualification application submitted, to make all final determinations, and to
determine at any time that the pre-qualification procedures will not be applied to a specific future
public works project.
Trade Contractors may submit pre-qualification packages during regular working hours on any
day that the offices of the City of Palm Springs are open. Trade Contractors who submit a
complete pre-qualification package will be notified of their qualification status no later than two
business days after submission of the information.
The City of Palm Springs may refuse to grant pre-qualification where the requested information
and materials are not provided, or not provided by November 25, 2003, at 12:00, noon there is
no appeal from a refusal for an incomplete or late application, but re-application for a later
project is permitted. The closing time for bids will not be changed in order to accommodate
supplementation of incomplete submissions, or late submissions. Pre-qualification is trade
specific and will be evaluated separately for each bid package.
Where a timely and completed application results in a rating below that necessary to pre-qualify,
an appeal can be made. An appeal is begun by the Trade Contractor delivering notice to the
City of its appeal of the decision with respect to its pre-qualification rating, no later than two
business days prior to the closing time for the receipt of bids for this project. Without a timely
appeal, the Trade Contractor waives any and all rights to challenge the decision of the City,
whether by administrative process,judicial process or any other legal process or proceeding.
Note: A Trade Contractor may be found not pre-qualified for bidding on a specific
trade contract to be let by the City of Palm Springs until the Trade Contractor
meets the City's requirements. In addition, a Trade Contractor may be found not
pre-qualified for either.
(1) Omission of requested information or
(2) Falsification of information
The questionnaire is available from the City of Palm Springs, Department of
Procurement & Contracting at 760-323-8237. Copies are also available via the Internet at
www.ci.palm-springs.ca.us click on "Departments' and go to "Procurement'. Upon
downloading the questionnaire, please contact Mari Lynn Boswell, Administrative Secretary, via
email at Mari Lynn B(a_ci.pal m-springs.ca.us to register as an offeror.
ALL QUESTIONS AND COMMUNICATIONS relative to this Work shall be directed to
Harold E. Good, CPPO, Director of Procurement & Contracting at 760-323-8239 or e-
mailed to HaroldGCo)ci.palm-sprinas.ca.us.
HAROLD E. GOOD, CPPO
Director of Procurement& Contracting
Publication Dates: November 3, 2003 and November 10, 2003
Y �\
/ 1
CITY OF PALM SPRINGS, CALIFORNIA
3200 East Tahquitz Canyon Way
Palm Springs, California
PALM SPRINGS CONVENTION CENTER EXPANSION PHASE II
City Project No. 02-27
NOTICE TO PRE-QUALIFIED TRADE CONTRACTORS
Bids for the Following Two Trades:
Structural Steel and Steel Joists (Trade Bid B-21)
Metal Decking (Trade Bid B-22)
N-1 NOTICE IS HEREBY GIVEN that sealed Bids will be received from Trade
Contractors who have successfully completed the trade specific pre-qualification
process(es) set forth by the City. Said Bids will be accepted at the Office of the Director
of Procurement & Contracting at 3200 E. Tahquitz Canyon Way in the City of Palm
Springs. The Work is to be performed in strict accordance with the contract documents
and is described in two (2) individual Trade Bid Packages (by Trade) for the Palm Springs
Convention Center Expansion Phase II, City Project #02-27. The City has contracted
with Turner Construction Company to be the Construction Manager for the Project. The
City and Turner Construction Company have chosen to develop the project's trade
contracts via a pre-qualification process. The resultant contracts will be awarded and
held by the City of Palm Springs.
N-2 PRE-QUALIFICATION OF TRADE CONTRACTORS: Pre-qualification of Trade
Contractors for Trade Bid B-21 Structural Steel and Steel Joists and Trade Bid B-22
Metal Decking were advertised by publication in the Desert Sun on October 27 and
November 3, 2003. Pre-qualification questionnaires are available on the city website at
www.ci.palm-springs.ca.us. Go to "Departments", then to "Procurement". The closing
date for submittal of pre-qualification questionnaires is 5:00 p.m. November 12, 2003.
Bid proposals submitted by trade contractors who have failed to successfully pre-qualify
will not be accepted. A list of Trade Contractors who have successfully pre-qualified by
trade will be available from Mari Lynn Boswell, Administrative Secretary, City of Palm
Springs. Call 760-323-8237 on November 13, 2003 after 12:00 noon..
N-3 DATES AND TIMES OF OPENING BIDS:
1. Bids for Structural Steel and Steel Joists, Trade Bid B-21 will be received in the
Department of Procurement & Contracting of the City of Palm Springs, California,
from the above listed Trade Contractors until 2:00 P.M., local time, December 2,
2003.
2. Bids for Metal Decking, Trade Bid B-22 will be received in the Department of
Procurement & Contracting of the City of Palm Springs, California, from the above
listed Trade Contractors until 3:00 P.M., local time, December 2. 2003.
Immediately after the times established as the deadline for receipt of bids, bids will be
opened and read aloud. It is the responsibility of the Bidder to see that any Bid sent
through the mail, by delivery service or hand-delivered shall have sufficient time to be
received by the Director in the Department of Procurement & Contracting prior to the Bid
Opening Time. Late Bids will be returned to the Bidder unopened.
N-4 LOCATION OF THE WORK: The Work to be constructed hereunder is located at the
Palm Springs Convention Center, 277 N. Avenida Caballeros in the City of Palm Springs,
California. In addition, the work will include, for certain trades, work at the North Parking
Lot located at the northeast corner of Amado Road and Calle Alvarado in Palm Springs,
California, and the east lot located at the southeast corner of Amado Road and Avenida
Caballeros in the City of Palm Springs, California for construction lay-down
area/construction parking and temporary public parking for the convention center
operations.
N-5 DESCRIPTION OF THE WORK: The Palm Springs Convention Center is owned and
operated by the City of Palm Springs. The City has contracted with Turner Construction
Company to serve as Construction Manager for the project. Individual trade contracts will
be bid, awarded and held by the City. The project is an expansion to the existing Palm
Springs Convention Center. Work includes approximately 117,000 sf of new construction
for a total building area of approximately 265,000 sf. The expansion includes
approximately 35,000 sf of exhibit hall space, 20,000 sf of meeting room space, plus
various support and ancillary spaces. The site is bounded by Calle Alvarado, Amado
Road, and Avenida Caballeros and Andreas Road. The existing Convention Center and
Wyndham Hotel will remain open and operational during the construction period. It is
anticipated that approximately 60 individual trade contracts will be developed for
construction of the project. Separate Bid Documents identify the work to be performed
according to trade.
N-6 COMPLETION OF THE WORK: Time is of the essence! The Work must be
performed according to time lines identified in each trade bidding document. The start of
construction is anticipated to be December 6, 2003, and the overall project completion
date is scheduled to be April 30, 2005. The start date for each trade will be coordinated
with the overall project time lines and will be communicated by issuance of a "Notice to
Proceed". "Liquidated Damages" clauses will be included in Bidding Documents and
resultant Contracts for selected trades.
N-7 BID SCHEDULES: For certain trades the work may be set forth in two or more separate
Bid Schedules. When this occurs, Bidders are required to bid on all of the Bid Schedules
or the Bid will be considered as non-responsive and will be subject to rejection.
N-8 AWARD OF CONTRACT:
(a) The Work hereunder for Structural Steel and Steel Joists (B-21)) is set forth in two
separate Bid Schedules B-21-A and B-21-C. Bidders are required to submit bids on both
bid schedules. Only one schedule will be awarded, however, and the City reserves the
right to award to the lowest responsive responsible bidder on Schedule B-21-A or B-21-C
and reject all other bids as it may best serve the interest of the City. The City further
reserves the right after opening bids to reject any or all bids, to waive any minor
informality (non-responsiveness) in a bid.
(b) The Work hereunder for Metal Decking (B-22) is set forth in two Bid Schedules: B-22-A
and B-22-C. Bidders are required to submit bids on both bid schedules. Only one
schedule will be awarded; however, and the City reserves the right to award to the lowest
responsive responsible bidder on Bid Schedule B-22-A or B-22-C and to reject any or all
bids, as it may best serve the interest of the City. The City further reserves the right after
opening bids to reject any or all bids; to waive any minor informality (non-responsiveness)
in a bid.
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-9 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, as a guarantee that the Bidder, if its Bid is accepted, will promptly obtain
the required Bonds and Insurance, and will prepare the required submittal documentsand
execute the Agreement.
N-10 BIDS TO REMAIN OPEN: The Bidder shall guarantee the Total Bid Price for a period of
30 calendar days from the date of the Bid opening.
N-11 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 California State Contractor's License. The Bidder shall
possess a valid license in the specified classification (see below) at the time that the Bid
is submitted, as required under California Business and Profession Code Section
7028.15, unless exempt thereunder. Failure to possess the specified license at the time
of submitting a Bid shall render the Bid as non-responsive and must be rejected.
The minimum Contractor's License necessary to perform the Work by Trade is as follows:
Trade Bid #B-21 Structural Steel and
Steel Joists (C-51)
Trade Bid#B-22 Metal Decking (C-51)
N-12 PREVAILING WAGE RATES NOT APPLICABLE: Funding for this project is derived
solely from local revenue sources and, as provided in Section 7.06.030 of the City's
Municipal Code, the work shall not be subject to prevailing wage law.
N-13 RETAINAGE FROM PAYMENTS: The Contractor may elect to receive 100 percent of
payments due under the Contract 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. The value
of such securities, if deposited by the Contractor, shall be as determined by the City,
whose decision on valuation of the securities shall be final. Securities eligible for
investment hereunder shall be limited to those listed in Section 16430 of the Government
Code, or bank or savings and loan certificates of deposit.
N-14 MANDATORY PRE-BID CONFERENCE AND VISIT TO WORK SITE: Pre-qualified
Bidders are required to attend a MANDATORY Pre-Bid Conference and Site Visit which
will be conducted by the City to acquaint the Bidders with existing site conditions. The
MANDATORY Pre-Bid Conference and Visit to Work Site will be conducted from 2:00
p.m. to 4:00 p.m. local time, Friday, November 14, 2003. Participants of the Pre-Bid
Conference and Visit to Work Site will meet in the Palm Springs Convention Center,
Smoke Tree Meeting Room, located at 277 N. Avenida Caballeros, Palm Springs,
California.
N-15 EXISTING REPORT ON SITE INVESTIGATION:
a) The Bidder's attention is directed to the fact that a Geotechnical report was prepared
for the City of Palm Springs by Professional Service Industries, Inc., dated April 17, 2003
(b) A copy of the report is available for inspection by prospective Bidders at the office of
Harold E. Good, CPPO, Director of Procurement& Contracting, 3200 E. Tahquitz Canyon
Way, Palm Springs, CA., 92262, 760-323-8239.
(c) Said report is made available for the convenience of bidders only, and the City
disclaims any responsibility for its contents. All statements, findings, and interpretations
in said report are those of Professional Service Industries, Inc., and the City of Palm
Springs makes no interpretations nor representations as to the accuracy of said report.
All bidders shall make their own interpretations as to the conditions existing at the
proposed project site.
N-16 OBTAINING OR INSPECTING CONTRACT DOCUMENTS: (a) A full set of Contract
Documents is available for inspection without charge at the Office of the Procurement &
Contracting, City of Palm Springs, 3200 East Tahquitz Canyon Way, Palm Springs,
California.
(b) Complete sets of said Contract Documents may be purchased for $100.00 per set. If
overnight mailing is requested, an additional $35.00 fee will be required. Documents are
obtainable from:
J. P. REPROGRAPHICS
224 North Indian Canyon
Palm Springs, California 92262
Ofc: (760) 325-3717
N-17 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 to:
City of Palm Springs
Department of Procurement & Contracting
3200 E. Tahquitz Canyon Way
Palm Springs, California 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, Trade Bid for Palm Springs PALM
SPRINGS CONVENTION CENTER EXPANSION PHASE II and the date and hour of
opening Bids. The name of the trade and the Bid Package Number shall also be clearly
marked on the outside of the envelope. The certified or cashier's check or Bid Bond shall
be enclosed in the same envelope with the Bid.
N-18 PROJECT ADMINISTRATION: All communications relative to this Work shall be
directed to David Livingston, Turner Construction Company, 73-960 Highway 111, Suite
5, Palm Desert, CA 92260, PHONE (760)340-6161, FAX (760) 340-6411, prior to
opening of Bids. All questions relating to interpretation of the Contract Documents or
products must be in writing, and responses will be in the form of addenda to the
Documents.
BY ORDER OF THE
CITY
®OF PALM SPRINGS, CALIFORNIA
HAROLD E. GOOD, CPPO
Director of Procurement & Contracting
DATE: October 31, 2003
PUBLICATION DATES: November 4, 2003 and November 11, 2003
V'
CITY OF PALM SPRINGS, CALIFORNIA
ADVERTISEMENT FOR
TRADE CONTRACTORS PRE-QUALIFICATION
CONVENTION CENTER EXPANSION PHASE II
CITY PROJECT#02-27
NOTICE IS HEREBY GIVEN that the City of Palm Springs has determined that bidders for the
below designated trade contracts must be pre-qualified prior to submitting a bid on the
Convention Center Expansion Phase II:
Bid Package #A-1 Demolition/Utility Safing/Minor Reconstruction
Bid Package#A-2 Dry Utilities
Bid Package#A-3 Wet Utilities
Bid Package #A-4 Grading
It is mandatory that all Trade Contractors who intend to submit a bid for any of the above listed
bid packages fully complete the pre-qualification questionnaire, provide all materials requested
herein, and be approved by the City of Palm Springs to be on the final qualified Bidders lists.
No bid will be accepted from a Trade Contractor that has failed to comply with these
requirements for the referenced bid packages. If two or more business entities submit a bid as
part of a Joint Venture, or expect to submit a bid as part of a Joint Venture, each entity within
the Joint Venture must be separately qualified to bid. The last date to submit a fully completed
questionnaire is October 17, 2003. Trade Contractors are encouraged to submit pre-
qualification packages as soon as possible, so that they may be notified of omissions of
information to be remedied or of their pre-qualification status well in advance of the bid closing
dates.
Answers to questions contained in the pre-qualification questionnaire, information about current
bonding capacity, notarized statement from surety, and the most recent reviewed or audited
financial statements, with accompanying notes and supplemental information are required. The
City will use these documents as the basis of rating Trade Contractors in respect to the size and
scope of contracts upon which each Trade Contractor is qualified to bid. The City reserves the
right to check other sources available. The City's decision will be based on objective evaluation
criteria.
The City reserves the right to adjust, increase, limit, suspend or rescind the pre-qualification
rating based on subsequently learned information. Trade Contractors whose rating changes
sufficient to disqualify them will be notified, and given an opportunity for a hearing consistent
with the hearing procedures described below for appealing a pre-qualification rating.
While it is the intent of the pre-qualification questionnaire and documents required therewith to
assist the City in determining bidder responsibility prior to bid and to aid the City in selecting the
lowest responsible bidder, neither the fact of pre-qualification, nor any pre-qualification rating,
will preclude the City from a post-bid consideration and determination of whether a bidder has
the quality, fitness, capacity and experience to satisfactorily perform the proposed work, and
has demonstrated the requisite trustworthiness.
The Palm Springs Convention Center is owned and operated by the City of Palm Springs. The
City has contracted with Turner Construction Company to serve as Construction Manager for
the project. Individual trade contracts will be bid, awarded and held by the City. The project is
an expansion to the existing Palm Springs Convention Center. Work includes approximately
117,000 sq of new construction for a total building area of approximately 265,000 sq. The
expansion includes approximately 35,000 sf of exhibit hall space, 20,000 sf of meeting room
space, plus various support and ancillary spaces. The site is bounded by Calle Alvarado,
Amado Road, and Avenida Caballeros. The existing Convention Center and Wyndham Hotel
will remain open and operational during the construction period. It is anticipated that
approximately 60 individual trade contracts will be developed for construction of the project.
The pre-qualification packages should be submitted under seal and marked "CONFIDENTIAL"
to Harold E. Good, CPPO, Director of Procurement & Contracting, City of Palm Springs, 3200 E.
Tahquitz Canyon Way, Palm Springs, California 92263-2743.
The pre-qualification packages (questionnaire answers and financial statements) submitted by
Trade Contractors are not public records and are not open to public inspection. All information
provided will be kept confidential to the extent permitted by law. However, the contents may be
disclosed to third parties for purpose of verification, or investigation of substantial allegations, or
in the appeal hearing. State law requires that the names of Trade Contractors applying for pre-
qualification status shall be public records subject to disclosure, and the first page of the
questionnaire will be used for that purpose.
Each questionnaire must be signed under penalty of perjury in the manner designated at the
end of the form, by an individual who has the legal authority to bind the Trade Contractor on
whose behalf that person is signing. If any information provided by a Trade Contractor
becomes inaccurate, the Trade Contractor must immediately notify the City and provide updated
accurate information in writing, under penalty of perjury.
The City reserves the right to waive minor irregularities and omissions in the information
contained in the pre-qualification application submitted, to make all final determinations, and to
determine at any time that the pre-qualification procedures will not be applied to a specific future
public works project.
Trade Contractors may submit pre-qualification packages during regular working hours on any
day that the offices of the City of Palm Springs are open. Trade Contractors who submit a
complete pre-qualification package will be notified of their qualification status no later than two
business days after submission of the information.
The City of Palm Springs may refuse to grant pre-qualification where the requested information
and materials are not provided, or not provided by October 17, 2003 . There is no appeal from
a refusal for an incomplete or late application, but re-application for a later project is permitted.
The closing time for bids will not be changed in order to accommodate supplementation of
incomplete submissions, or late submissions. Pre-qualification is trade specific and will be
evaluated separately for each bid package.
Where a timely and completed application results in a rating below that necessary to pre-qualify,
an appeal can be made. An appeal is begun by the Trade Contractor delivering notice to the
City of its appeal of the decision with respect to its pre-qualification rating, no later than two
business days prior to the closing time for the receipt of bids for this project. Without a timely
appeal, the Trade Contractor waives any and all rights to challenge the decision of the City,
whether by administrative process,judicial process or any other legal process or proceeding.
Note: A Trade Contractor may be found not pre-qualified for bidding on a specific
trade contract to be let by the City of Palm Springs until the Trade Contractor
meets the City's requirements. In addition, a Trade Contractor may be found not
pre-qualified for either.
(1) Omission of requested information or
(2) Falsification of information
The questionnaire is available from the City of Palm Springs, Department of
Procurement & Contracting at 760-323-8237, Copies are also available via the Internet at
www.ci.palm-springs.ca.us, click on "Departments" and go to 'Procurement'. Upon
downloading the questionnaire, please contact Mari Lynn Boswell, Administrative Secretary, via
email at MariLynnBno ci.palm-springs.ca.us to register as an offeror.
ALL QUESTIONS AND COMMUNICATIONS relative to this Work shall be
directed to Harold E. Good, CPPC, Director of Procurement & Contracting at 760-323-
8239 or e-mailed to HaroldG@ci.palm-springs.ca.us.
HAROLD E. GOOD, CPPO
Director of Procurement& Contracting
Publication Dates: September 22, 2003 and September 28, 2003
RESOLUTION NO.
OF THE CITY COUNCIL OF THE CITY PALM SPRINGS,
CALIFORNIA,APPROVING AND ADOPTING THE REVISED
PLANS AND SPECIFICATIONS, DATED JANUARY 19, 2004,
SUBJECTTO FINAL PLANNING COMMISSION APPROVAL,
AND AUTHORIZING THE SOLICITATION OF TRADE BIDS
FOR THE PALM SPRINGS CONVENTION CENTER PHASE
II EXPANSION, CITY PROJECT NO. 02-27.
WHEREAS, on October 15, 2003,the City Council approved the Plans and Specifications for
the Phase II Convention Center Expansion Project and authorized solicitation of trade bids;
and
WHEREAS, on November 17, 2003, the first four (4) trades were bid, with two trades
substantially exceeding pre-bid estimates and project budgets; and
WHEREAS, on November 18, 2003, the City Council rejected all trade bids and ordered a
redesign of the project; and
WHEREAS, on January 19, 2004, the project redesign was completed.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Springs that
the Revised Plans and Specifications, dated January 19, 2004, for the Convention Center
Phase II Expansion,City Project No.02-27, are hereby approved and adopted,subjectto final
Planning Commission approval, and staff is authorized to solicit trade contract bids for the
project.
ADOPTED this day of , 2004
AYES:
NOES:
ABSENT:
ATTEST: CITY OF PALM SPRINGS, CALIFORNIA
By
City Clerk City Manager
REVIEWED &APPROVED AS TO FORM