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Home My WebLink About12-Development Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: James Funk, Director Dept: Development Services r- " . VLI Subject: Resolution awarding contract to Gilbert Ayala and Sons Inc. for Pavement ~., ., L Rehabilitation (Phase III), per Plan No. 10581 , 1 and authorization for the Finance Director to " . I . · I amend the FY 2002/03 budget. Date: January 28, 2002 MCC Date: February 18, 2003 Synopsis of Previous Council Action: 7/15/02 Allocation of $79,000 in Account No. 129-367-5504-7293 (Meridian Ave. Pavement Rehabilitation from Poplar St. to Rialto Ave., $66,000 in Account No. 129-367-5504-7297 (Meridian Avenue Pavement Rehabilitation from 6"' Street to Etiwanda Ave., and $103,000 in Account No. 129- 367-5504-7200 (9"' Street Pavement Rehabilitation at between "H" Street and Waterman Ave. in the 2002/03 Capital Improvement Program (CIP) Budget. Recommended Motion: 1) Adopt Resolution, and; 2) Authorize the Finance Director to amend the 2002/03 Capital Project Budget by transferring $70,300 from Account No. 129-367-5504-7200 (9"' Street Pavement Rehabilitation) to Account Numbers 129-367-5504-7293 (Meridian Avenue Pavement Rehabilitation from Mill Street to end $54,300) and 129-367-5504-7297 (Meridian Avenue Pavement Rehabilitation for 6"' to Etiwanda Avenue - $16,000) to allow for the extension of work areas. Contact person: Lupe Camacho, Associate Civil Engineer Phone: (909) 384-5110 Supporting data attached: Staff Report, Resolution, Maps Ward: 3&6 FUNDING REQUIREMENTS: Amount: $186,300.00 Source: (Acct. No.) 129-367-5504-7293 129-367-5504-7297 (Acct. Description) Meridian A venue Pavement Rehabilitation from Mill Street to end (revised) Meridian A venue Pavement Rehabilitation from 6"' St. to Etiwanda Ave. Finance: Council Notes: 'l2-t%D :U 2003 - ~3 I Agenda Item No. '2 /. . :lIt ~/ 03 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution awarding contract to Gilbert Ayala and Sons, Inc. for Pavement Rehabilitation (Phase III), per Plan No. lOSS I and authorization for the Finance Director to amend the FY 2002/03 budget. Background: This project originally encompassed the rehabilitation of the following streets: . 9th Street from "H" Street to Waterman Avenue (Bid Schedule "A") . Meridian Avenue from 6th Street to Etiwanda Avenue (Bid Schedule "B") . "E" Street from 2nd Street to 4th Street (Bid Schedule "C") . Meridian A venue from Poplar Street to Rialto A venue During the design utility noticing process, it was learned that the Water Department was scheduling the installation of the "9th Street Feeder" within the foreseeable future. Therefore, it was decided to delete 9th Street from this pavement rehabilitation phase, but include it in a future rehabilitation phase as a joint project with the Water Department once the waterline project has been completed. Due to state budget cuts, the funding for "E" Street has become uncertain, therefore it was changed into an additive alternative bid. In addition, the rehabilitation of Meridian A venue from Poplar Street to Rialto Avenue was deleted from the "Street and Drainage Improvements on Meridian A venue and Poplar Street" project and included in this larger overall pavement rehabilitation project for economies of scale (cost savings). This cost savings also allowed staff to recommend extending the Pavement Rehabilitation Project area to Mill Street. Consequently, the resulting project encompassed the following streets: . ~ Str~et f-rgm "11" ~tn:@'t tg ^ rrQnTll~aQ ^ ','@R1.U: (Deleted) . Meridian Avenue from 6th Street to Etiwanda Avenue (Bid Schedule "B") . Meridian A venue from Mill Street north to end of street (Bid Schedule "C") . "E" Street from 2nd Street to 4th Street (Additive Alternative Bid Schedule) Staff is not recommending including the additive alternate bid for "E" Street from 2nd Street to 4th Street in this contract award. It may be added later, subject to the status of the "E" Street median project, which is currently on hold. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report (Continued) If approved, this project must be awarded to the lowest responsible bidder based on the basic bid schedule (Bid Schedules B & C) as provided for in the contract specifications. The project budget break down is as follows: Construction Cost $176,258.00 Continl!encies $ 5,213.00 Desil!n, Inspection, and Contract Administration $ 4,829.00 Total $186,300.00 This project was advertised locally in the San Bernardino County Sun Newspaper, Construction Trend Newspaper, the City's web site, and with the San Bernardino Area Chamber of Commerce; the following companies responded: Name of Bidder City Amount of Bid Gilbert Ayala and Sons, Inc. San Bernardino $176,258.00 Holland-Lowe Construction, Inc. San Bernardino $179,322.00 Vance Corporation Rialto $181,170.00 Laird Construction, Inc. Rancho Cucamon.i!a $193,193.93 Hardv & Hamer, Inc. Santa Ana $204,352.00 Matich Comoration, Inc. San Bernardino $229,229.00 Enl!ineer's Estimate San Bernardino $244,060.00 Financial Impact: Funding for this project is available in the FY 2002/2003 Capital Improvement Program (CIP) budget. Account No. 129-367-5504-7293 has a current budget of $79,000 of which $29,000 was previously encumbered for the Meridian storm drain and rehabilitation project, and $104,300 is the current estimated project cost. Therefore, a budget amendment is needed to add an additional $54,300 to the account. Account No. 129-367-5504-7297 has a current budget of $66,000 and $82,000 is the current estimated project cost. Therefore, a budget amendment is needed to add an additional $16,000 to the account. All costs incurred will be charged to Account No. 129-367-5504-7293 (Meridian Ave. Pavement Rehabilitation from Mill Street to end) and Account No. 129-367-5504-7297 (Meridian Avenue Pavement Rehabilitation from 6th St. to Etiwanda Ave). CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report (Continued) Recommendation: Adopt Resolution, and; Authorize the Finance Director to amend the 2002/03 Capital Project Budget by transferring $70,300 from Account No. 129-367-5504-7200 (9th Street Pavement Rehabilitation) to Account No's 129-367-5504-7293 (Meridian Ave. Pavement Rehabilitation from Mill Street to end- $54,300) and 129-367-5504-7297 (Meridian Ave. Pavement Rehabilitation for 6th to Etiwanda Ave. - $16,0(0) to allow for the extension of work areas. ---------------------------------------------------------------------------------------------------------- 7 W .,..; c:.:. c..::~ ~ If) Sf \- <%:' ... '" W ~ ~ 4. ~ :"i ~ --' V'~ V) rJ) '" OREGON S1 ..----.---<---+. II ArC~lSDll Sf >~ ~., ~ r "'~ ,', S1 t- V> II bl1!C~ ~ ~,' :.< ... %W <t.. S:::' ~. 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'" , < VICINITY MAPS N.T-5. ------------------------------------------------------~---------------------------------------------------- City of San Bernardino, California Department of Public Works, Division of Engineering -----, I I I I I I I I I I I I I I I PAVEMENT REHABILITATION ON MERIDIAN A VENUE FROM 6TH STREET TO ETIWANDA A VENUE ,. ~ E WAllASH ST -_._~.._-.- ST W 9TH ST .. 5T - ~ 'z ~ ~ E ETl ANDA A'I,W E1IWANDA AV 2 E ~ -0 U ~ f.['~.JJ.N 1"'1 Ii -o::J ~ [ or '" -o::J ~lIE i.t..'J 2 '" . fT1 Z; KOD:;IO,G ~ ;>::J CP c- eO OT W ;;; :c ~ u ~ " ::i 51 ;; ~ .' '2 ~ '" ~ ~ ___ _:_B]L:!L_~____; ~G ~ z: ::..; 1= --.. ;0: ;:;:f:---~ ::tV'S ....I 2 '" SPp.tn z 5T - ---------.---, "" I/IIIE <.( >- >T '" '" '" '" I.U ~ '" '" ... ~ '" '" ~ W W W U ,'TII r. '<e, zPROJECT ).;-\. 7?,'T;X;1C1TleJN'-c,'~ \ ;~ MA":;LLE ~ ST ,;. ';, ~ z ~ ~ ETI A ~ AV W (/) CLEVELAND "":iT -d: % Q; Z ~ ..... L1J W .....I ~ ~=~ ~ a; z ~""'<::(_ " <::> VICTORIA 6TH SAINT r. SPRUCE ."- ~ '" ~ -, ~~ ~ ~ ~ ...,,~ u: ~ <4-' ':--. 0;;... _~ -::i: -+ r''' %~ 4::':, S1 .;,.V 4.,' S'/ .. 6T~ s~ \~ 1"" z ST ,.. < ELMO DR 5T ::: %. }' -1 : ,-,"'- ~ ~~ ("\ ~ i " 5T j1i.: . ' .,,/ ~:O,j17hu,',,:; Et'uo ~i~f'; '>t I I I I I I I I I I I I I I I I , I , I L________________________________________________________________________________________________________________J VICINITY MAPS N.TS. (Note: Bound Contract) rc~ ra i ~ '\j' \~~l., U 1 2 RESOLUTION NO. 2003-51 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AWARDING A CONTRACT TO GILBERT AYALA AND SONS INC. FOR CONSTRUCTION OF PAVEMENT REHABILITATION (PHASE III), PER PLAN NO. 10581. SECTION 1. Gilbert Ayala and Sons, Inc. is the lowest responsible bidder for Construction of Pavement Rehabilitation (Phase III), per Plan No.1058!. A contract is awarded accordingly to said bidder in a total amount of $176,258.00 with a contingency amount of $5,213.00 but such award shall be effective only upon being fully executed by both parties. All other bids, therefore, are hereby rejected. The Mayor is hereby authorized and directed to execute said contract on behalf of the City; a copy of the contract is on file in the 14 office of the City Clerk and incorporated herein by reference as fully as though set forth at 15 16 length. 17 SECTION 2. This contract and any amendment or modifications thereto shall not take 18 effect or become operative until fully signed and executed by the parties and no party shall be 19 20 21 22 23 24 25 26 obligated hereunder until the time of such full execution. No oral agreements, amendments, modifications or waivers are intended or authorized and shall not be implied from any act or course of conduct of any party. SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it within sixty (60) days of passage of the resolution. I I I 27 III 28 ~--). -\ ,"',.:-" >\ \~j p.-L', . .' . " u , 1 RESOLUTION ... AWARDING A CONTRACT TO GILBERT AYALA AND SONS INC. FOR CONSTRUCTION OF PAVEMENT REHABILITATION (PHASE III) 2 PER PLAN NO. 10581. 3 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 5 and Common Council of the City of San Bernardino at a meeting thereof, held on the 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 day of . 2003 by the following vote. to wit: Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA LONGVILLE MC GINNIS DERRY SUAREZ ANDERSON MCCAMMACK City Clerk The foregoing resolution is hereby approved this day of ,2003 Judith Valles, Mayor City of San Bernardino Approved as to Form and legal content: JAMES F. PENMAN. City Attorney By: L/~/~ (J . CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: February 21, 2003 TO: Leslie Crawford, Engineering Assistant I FROM: Michelle Taylor, Senior Secretary RE: Transmitting Documents for Signature - Resolution 2003-51 At the Mayor and Common Council meeting of February 18, 2003, the City of San Bernardino adopted Resolution 2003-51 - Resolution awarding a contract to Gilbert Ayala and Sons, Inc., for construction of pavement rehabilitation (Phase III), per Plan No. 10581. I am providing you with one certified copy of Resolution 2003-51 and four (4) sets of original bound contracts. Please obtain signatures where indicated ana return one fully executed original contract to the City Clerk's office as soon as possible. Please be advised that the resolution and contract will be null and void if not executed within 60 days, or by April 21, 2003. If you have any questions, please do not hesitate to contact me at ex!. 3206. Thank you. e rece' ofth~ove mentioned documents. I Date: Please sign and return. ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): L- \ '6 -0 ~:S Item # Vote: Ayes i, ij - 'I Nays 1- Change to motion to amend original documents: IL Resolution # 2- 003 - 5 I Abstain.o- Absent , '~ Reso. # On Attachments: ~ Contract term: - Note on Resolution of Attachment stored separately: / Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY NulllVoid After: 1.00 Op.~:;, !4-LI.o.3 By: Date Sent to Mayor: 2.. 2 o' - 0',,, Date of Mayor's Signature: :J 'd,y(, .:) Date ofClerk/CDC Signature: ;). ,-;iI-\..) ") Reso. Log Updated: Seal Impressed: ./ ,/ 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attachedy/" Date Returned: 3,...;;>1- O.:S See Attached: See Attached: Date Memo/Letter Sent for Signature: J'dl"(' c:, Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Yes ./ No By Yes No ---.L-- By Yes No ---L... By Yes No---L... By Yes No L By Copies Distributed to: City Attorney ,/ Parks & Rec. Code Compliance Dev. Services ~ EDA Finance ./ Police Public Services Water Others: MIS Notes: &<...,,0 G::f"n1;:~r BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.) Ready to File: .!1J:L... Date: 3- c=)\-c.~ Revised 01/12/01