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Home My WebLink About9/3/2003 - STAFF REPORTS (3) DATE: September 3, 2003 TO: Community Redevelopment Agency FROM: Director of Public Works/City Engineer Director of Community& Economic Development HERITAGE DISTRICT/UPTOWN LIGHTING SYSTEM RECOMMENDATION: It is recommended that the Community Redevelopment Agency approve and adopt the plans, specifications and working details, and authorize advertisement for construction bids for the Heritage District/Uptown Lighting System, City Project 02-26. SUMMARY: Section 7.03.040 of the Procurement and Contracting Code requires that Agency approve and adopt plans, specifications and working details, and authorize the bid request for all public projects in excess of $100,000. Approval of this project will allow staff to proceed with this public project, with a total estimated cost of$203,000. BACKGROUND: The Agency has programmed a capital project for "Uptown Lighting" as part of the 2002/2003 and 2003/2004 capital project budget. The project proposes to install the electrical system and infrastructure for future installation of decorative "Heritage District" or "Uptown" pedestrian walkway lights to match and connect to the existing decorative walkway lights in the area. An underground electrical system and light pole foundations with temporary aluminum bollards for a total of 35 new walkway lights are proposed to be installed along North Palm Canyon Drive, from Granvia Valmonte to Tachevah Drive, and on Tamarisk Road, from Palm Canyon Drive to Indian Canyon Drive. This project is similar to the recently completed Phase 1 of the Tahquitz Canyon Way lighting system, whereby the underground electrical system and light pole foundations with bollards were installed and are ready for future installation of decorative walkway lights by adjacent business owners, or by the Agency at a later date. Similarly, new decorative walkway lights in the Heritage District/Uptown area would be installed by others and as adjacent business owners purchase decorative walkway lights, or, if the Agency budgets for installation of the walkway lights as a future project. The plans were prepared by Dream Engineering, with specifications prepared by Engineering Division staff. In light of the fact that this project is occurring within the Uptown Business District during the "peak" season, specific regulations regarding sequencing and phasing of the work to minimize impacts to adjacent business are included in the specifications. Specifically, the project is scheduled to commence by November 3, with all underground trenching and excavation within North Palm Canyon Drive to be completed by the Contractor by November 26 (day before Thanksgiving), at the request of the Uptown Heritage District Association Additionally, the specifications require any construction initiated behind the sidewalk (i.e. concrete removals for light pole foundations and installation of foundations, pull boxes and bollards) to be completed by December 5 (day before Festival of Lights Parade). This specification will require the Contractor to plan for the installation of an appropriate , ./� A ,► quantity of light pole foundations such that no incomplete foundations and open) /UAL/ ' Heritage District/Uptown Lighting System September 3, 2003 Page 2 excavations exist within the sidewalk area as of the day of the Festival of Lights Parade. Following the Parade, the Contractor will be allowed greater latitude with construction occurring within the sidewalk, provided pedestrian access is maintained as is generally required on any project. Finally, a specification is included that requires maintenance of 50% of the existing on- street parking within a block adjacent to businesses along each side of North Palm Canyon Drive throughout the entire duration of the project. The Contractor will be required to phase its work to allow for the continuing use of existing parking throughout the project area. However, to ensure the Contractor is able to comply with the specific sequencing and phasing of the work, it is proposed that extended working hours be allowed, from 7:00 A.M. to 10:00 P.M., Monday through Friday. The anticipated project schedule is as follows: Bid Opening: September 30, 2003 Bid Award: October 1, 2003** Start of Construction: November 3, 2003 Street Excavations Completed: November 26, 2003 Open Sidewalk Excavations Repaired: December 5, 2003 End of Construction: January 2, 2004 **Will require place holder for agenda and materials supplied day of meeting. As always, any project involving the business district will impact merchants, businesses, residents, and visitors, but as in the past, staff will oversee this project and ensure that the project specifications are adhered to and the project proceeds on schedule and within the time frame allowed. This project will be funded from Merged Area #1 general government funds account 811- 8191-65136 (Uptown Decorative Lights). SUBMITTED: Jet (�L DAVID J. BARAKIAND/ JOHN S. RAYMOND Director of Public Works/City Engineer Director of Community & Economic Development APPROVED: REVIEWED BY DK OF FINANCE DAVID H. READY - 61r Executive Director ATTACHMENTS: 1. Resolution CITY OF: PALM SPRINGS - F _ ��, 5, �- r� NOTICE INVITING BIDS For constructing Heritage District/Uptown Lighting System City Project 02-26 N-1 NOTICE IS HEREBY GIVEN that sealed bids for the Heritage District/Uptown Lighting System, City Project 02-26, will be received at the office of the Director of Procurement and Contracting of the City of Palm Springs, California, until 2 : 00 P.M. on September 30, 2003, at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises the construction of an underground electrical system consisting of: removal and replacement of existing asphalt concrete and Portland cement concrete _improvements, construction of concrete light foundations (for installation of future decorative walkway lights by others) , installation of temporary aluminum bollards, installation of new electrical meter and service pedestals, and all appurtenant work along North Palm Canyon Drive from Granvia Valmonte to Tachevah Drive, and along Tamarisk Road from Palm Canyon Drive to Indian Canyon Drive. N-3 TIMING AND COMPLETION OF WORK: This project requires specific sequencing and scheduling of phases of the work to minimize impacts to adjacent businesses and to avoid impacts to scheduled City events . Bidders shall carefully review Section 01011, "Summary of Work, " and Section 01551, "Site Access and Parking, " and be aware of the required sequencing and scheduling of the work. N-4 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 payment and performance bonds and insurance. N-5 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, payable to the City of Palm Springs. HERITAGE DISTRICT,UPTOWN LIGHTING SYSTEM NOTICE INVITING BIDS CITY PROJECT NO. 02-26 PAGE 1 9/4/03 Y N-6 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-7 CONTRACTOR' S LICENSE CLASSIFICATION: The Contractor shall possess a valid Class A or C-10 Contractor license at the time of submitting bids. N-8 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-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 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 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 ORDER OF THE CITY OF PALM SPRINGS Date zCO3 By David J. Barakian, PE Director of Public Works/City Engineer HERITAGE DISTRICT,UPTOWN LIGHTING SYSTEM NOTICE INVITING BIDS CITY PROJECT NO. 02-26 PAGE 2 9/4/03 Resolution No. 1228 OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF PALM SPRINGS APPROVING AND ADOPTING THE PLANS, SPECIFICATIONS AND WORKING DETAILS , AND AUTHORIZE ADVERTISEMENT FOR CONSTRUCTION BIDS FOR THE HERITAGE DISTRICT/UPTOWN LIGHTING SYSTEM, CITY PROJECT 02-26 BE IT RESOLVED BY THE COMMUNITY REDEVELOPMENT AGENCY of the City of Palm Springs, that the plans, specifications and working details for the Heritage District/Uptown Lighting System, City Project 02-26, are hereby approved and adopted; and, that advertisement for construction bids is hereby approved. ADOPTED this 3rd day of September, 2003. AYES: Members Hodges, Mills, Oden, Reller-Spurgin and Chairman Kleindienst NOES: None ABSENT: None ATTEST: COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF PALM SPRINGS, CALIFORNIA By: Assistant Secretary "-•Chairman REVIEWED AND APPROVED AS TO FORM: