The URL can be used to link to this page

Home My WebLink About7/2/2003 - STAFF REPORTS (9) LY 1� l DATE: July 2, 2003 TO: City Council FROM: Director of Public Works/City Engineer Downtown Development Director DESERT FASHION PLAZA STREET IMPROVEMENTS 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 Desert Fashion Plaza Street Improvements, City Project 03-05. 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 this project will allow staff to proceed with this public project, with a total estimated cost of$600,000. BACKGROUND: The City Council has budgeted $450,000 towards the improvements related to the Palm Canyon Drive frontage of the Desert Fashion Plaza as part of the Fiscal Year 2003/2004 budget. In an effort to improve and enhance the Downtown Business District, as well as create additional on-street parking within the area, the Council recognized the need for street improvements along Palm Canyon Drive from Tahquitz Canyon Way north to the entrance to the Hyatt Hotel, and along Tahquitz Canyon Way from approximately Belardo Road to Palm Canyon Drive. Included in the scope of the project is: removal of existing improvements along the Palm Canyon Drive frontage, to be coordinated with the removal of the existing facade of the Desert Fashion Plaza to be completed by the developer of that property (under separate private contract) for future facade improvements by that developer; construction of new curb and gutter; widening of the public walkway with decorative concrete pavers; relocation and installation of new palm trees and landscaping; new irrigation system; and a new decorative pedestrian and walkway lighting system on a separate electrical system to be operated and maintained by the City. This electrical system will also be designed to provide additional service to Villagefest concessionaires who have had limited electrical service from the over-loaded and old electrical system that currently feeds service to the palm tree uplights. The plans are being prepared by Sanborn A/E, with specifications being coordinated by Engineering Division staff. The specifications have included restrictions on the project schedule, which is as follows: Bid Opening: July 29, 2003 Bid Award: July 30, 2003 Start of Construction: September 2, 2003 End of Construction: November 7, 2003 Downtown Fashion Plaza Street Improvements July 2, 2003 Page 2 Strict provisions are included that limit working hours to normal hours of operation (7:00 A.M. to 3:30 P.M.) to avoid impacts to downtown merchants, residents, and hotel visitors after hours and in the early morning. As always, any project involving the downtown area 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. The project schedule dictates that the project be completed by November 7, the Friday prior to Veteran's Day, to avoid impacts to the event planned on that day. A current estimate, however, shows that this project may exceed the City's preliminary budget with a cost of $600,000, Discussions with the adjacent developer of the Desert Fashion Plaza indicates agreement to participate financially with the project, but a formal agreement as to that financial participation has not been established. A separate Council action scheduled for the July 2, 2003, meeting relates to advance purchase of the decorative walkway lighting for this project. The cost of these lights is included as part of the $600,000 estimate for the overall project. In order to maintain the aggressive project schedule, Council may consider staff's recommendation of approving the plans and authorizing bidding so that real construction bids are received; and should the bids exceed budgeted funds including additional funds provided by the adjacent developer, if any, Council can choose to reject the bids and not award the project which is tentatively scheduled for Council consideration at its July 30, 2003, meeting, pending approval of this action. In the event Council chooses to postpone this project in light of its anticipated cost and the established budget, the separate action regarding advance purchase of the decorative walkway lights should be reconsidered as well. SUBMITTED: DAVID J. BARAKIAN Jerry A. Ogburn Director of Public Works/City Engineer Downtown Development Director APPROVED: l7{�VID H,R A l y I` pity Planag�'d � ATTACHMENTS: 1. Minute Order CITY OF PALM SPRINGS NOTICE INVITING BIDS may. e, For constructing: Desert Fashion Plaza Street Improvements City Project 03-05 N-1 NOTICE IS HEREBY GIVEN that sealed bids for the Desert Fashion Plaza Street Improvements, City Project 03-05, will be received at the office of the Director of Procurement and Contracting of the City of Palm Springs, California, until 3: 00 P.M. on July 29, 2003, at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises the removal of existing curb, gutter, sidewalk, catch basin and connector pipe, concrete pavement, asphalt concrete pavement, landscaping, irrigation and miscellaneous improvements; and construction of new curb, gutter, decorative concrete pavers, catch basin and connector pipe, concrete pavement, asphalt concrete pavement, landscaping, irrigation, lighting and electrical system, and all appurtenant work. The project is generally located adjacent to the Desert Fashion Plaza along Palm Canyon Drive and Tahquitz Canyon Way. 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 total bid price on the basis of the total 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. DESERT FASHION PLAZA STREET IMPROVEMENTS NOTICE INVITING BIDS CITY PROJECT NO. 03-05 .PAGE 1 7/3/03 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 $20 . 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 THE !�'E CITY n OF PALM SPRINGS �1(�t)�, } Date d3 By �Gn^7/✓ David J. Barakian, PE Director of Public Works/City Engineer DESERT FASHION PLAZA STREET IMPROVEMENTS NOTICE INVITING BIDS CITY PROJECT NO. 03-05 PAGE 2 7/3/03 MINUTE ORDER NO. APPROVING AND ADOPTING THE PLANS, SPECIFICATIONS AND WORKING DETAILS, AND AUTHORIZING ADVERTISEMENT FOR CONSTRUCTION BIDS FOR DESERT FASHION PLAZA STREET IMPROVEMENTS, CITY PROJECT 03-05 I HEREBY CERTIFY that this Minute Order, approving and adopting the plans, specifications and working details, and authorizing advertisement for construction bids for the Desert Fashion Plaza Street Improvements, City Project 03-05, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 2nd day of July, 2003. PATRICIA A. SANDERS City Clerk