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Home My WebLink AboutR28-Development Services r. -. . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: James Funk, Director Date: July 3, 2003 QR1GlNAL Subject: Resolution awarding contract to Holland-Lowe Construction, Inc. for Tippecanoe A venue Widening (Phase II) and Laurelwood Drive (Phase II) per Plan No. 10373A and authorize the Finance Director to budget funds for this project. Dept: Development Services File: 1.7153-11 MCC Date: July 7, 2003 Synopsis of Previous Council Action: 07/15/02 Allocation of $1,981,728 in the 2002/03 Capital Improvement Program (CIP) for acquisition, and realignment Rosewood Drive (Laurelwood Dr) (Account No.242-362-5504-7246). 09/17/01 Authorization to execute Agreement with John Egan & Associates, Inc. for Civil Engineering Services for the realignment of Laurelwood Dr. from Tippecanoe Ave. to Orchard Dr. 09/09/02 Resolution awarding public works contract to Matich Corporation, for Laurelwood Drive realignment between Tippecanoe Avenue and Orchard Drive (Phase I), per Plan No. 10373. 03/17/03 Authorized execution of Change Order No. One to contract with Matich Corporation for Laurelwood Drive realignment between Tippecanoe Avenue and Orchard Drive (Phase I) per Plan No. 10373. 06/16/03 Authorized execution of Change Orders No. Two and No. Three to contract with Matich Corporation for Laurelwood Drive realignment between Tippecanoe A venue and Orchard Drive (Phase I) per Plan No. 10373, and authorized the Finance Director to amend the FY 2002/03 Budget. 06/16/03 Rejected all bids for Underground (Dry) Utilities along the Laurelwood Drive Realignment per Plan No. 10682. Recommended Motion: I. Adopt Resolution, and 2. Authorize the Director of Finance to budget the $900,000 loan from EDA and $250,000 in Y2-cent Sales Tax Funds for Phase II and Phase III of this project. ~ ~~ James Funk Contact person: Michael Grubbs, Acting City Engineer Phone: 5179 Snpporting data attached: Staff Report, Map & Resolution Ward: 3 FUNDING REQillREMENTS: Amount: $300,000.00 129-367-5504-7246 - $250,000 Source: (Acct. No.) 242-362-5504-7246 - $900,000 Acct. Description: Laurelwood Realienment- Rosewoodl Harriman/Laurelwood. Finance: Council Notes: 'I2L~o ~"20:'J '3 -I "\ I Agenda Item No. !<J.y 1/7/m r. . , , " CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution awarding contract to Holland-Lowe Construction, Inc. for Tippecanoe Avenue Widening (Phase II) and Laurelwood Drive (Phase II) per Plan No. 10373A and authorize the Finance Director to budget funds for the project. Background: This project is the second phase of a three-phase project to realign Laurelwood Drive and widen the west side of Tippecanoe Avenue. Phase I, which consisted of the realignment of Rosewood Drive from its intersection in a reversing curve to a new intersection at Tippecanoe A venue and Laurelwood Drive, was completed in May of 2003. The realigned street is now known as Harriman Place. In cooperation with EDA staff, City staff obtained a State Infrastructure Bank Loan in the amount of $1,981,728 to assist with financing of the realignment of Laurelwood in connection with the "HUB" project being undertaken by EDA in cooperation with the Inland Valley Development Agency (IVDA) and SBT Partners as the private developer. This cooperation has successfully achieved the relocation of the Sam's Club and other major development is expected to follow. The entire State Infrastructure Bank Loan was used to acquire right -of-way and to construct Phase I of the realignment project, necessitating a search for additional financing in order to complete Phase II and Phase III, Plan and specifications for Phase II are complete, bids have been received and the project is ready to be awarded. The estimated project costs are as follows: Item Cost Est. Cost Construction Cost $ 231,270.90 Contingencies $ 34,680.00 Desi,gn, Inspection, and Contract Administration $ 34,049.10 Total $300,000.00 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 Holland-Lowe Construction, Inc. San Bernardino $ 231,270.90 Vance Corporation Rialto $ 258,715.00 Laird Construction Co., Inc. Rancho Cucamon,ga $273,983.00 2 . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report (Continued) Phase II consists of improvements to the intersection of Tippecanoe Avenue and Harriman Place including curb & gutter, sidewalk, ADA accessibility ramps, traffic signal relocation and street widening. Holland-Lowe Construction, Inc. of San Bernardino is the lowest responsible bidder in the amount of $231,270.90. Construction of Phase II is expected to start in August of 2003 and be completed by December of 2003. The design of Phase III, which consists of the widening of the north side of Laurelwood Drive and the west side to Tippecanoe Avenue, is underway and that project is expected to be advertised for bids in August of 2003. Financial Impact: The funding required to complete Phase II and Phase III of this project is as follows: Remainin Phases Laurelwood/Ti ecanoe Intersection 1m rovements (Phase II) Laurelwood/Ti ecanoe Widenin (Phase III) Estimated Remainin Cost to Com lete Laurelwood Extension Pro'ect Estimated Cost $ 300,000.00 $ 850,000.00 $ 1,150,000.00 As part of the FY 2003/04 Capital Improvement Program, staff is recommending that the Mayor and Common Council approve funding for the Laurelwood Realignment-Rosewood/ HarrimanlLaurelwood project, consisting of a $900,000 no-interest loan from the Economic Development Agency (EDA) and $250,000 in Ih-cent sales tax funds. This will provide a total funding amount of $1, 150,000 for completion of Phase II and Phase III of this project. The $900,000 loan from the EDA is scheduled for approval by the Community Development Commission and the Mayor and Common Council which was heard on this agenda as Item R-27. The terms of payback of the loan from the EDA were addressed in the staff report for Item R-27. Funding for this project in the amount of $300,000 is available from the EDA loan and liz-cent sales tax funds as described above. All costs incurred will be charged to Account No. 242-362-5504-7246 (Laurelwood Realignment- Rosewood/ HarrimanlLaurelwood). 3 . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report (Continued) Recommendation: I. Adopt Resolution. 2. Authorize the Director of Finance to budget the $900,000 loan from EDA and $250,000 in 1/2- cent Sales Tax Funds for Phase II and Phase III of this project. 4 City of San Bernardino, California Department of Public Works, Division of Engineering File No. 1.7153-11 W.O. No. 7153 VICINITY MAP Tippecanoe Avenue Widening (Phase II) AND Laure/wood Drive (Phase II) '" E \lARD!.. ST ~r;. / VI ~ j< ; 1>!L~~~,L~~----/-- ..J!~lER _____J>B.___~~ ~-- .} 1Ft,) --- f CHP ! 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Pershing A venue, San Bernardino, CA 92408-1320, is the lowest responsible bidder for Tippecanoe A venue Widening (Phase II) and Laurelwood Drive (Phase II) per Plan No. 10373A. A contract is awarded accordingly to said bidder in a total amount of $231,270.90, with a contingency amount of $34,680.00, 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 office of the City Clerk and incorporated herein by reference as fully as though set forth at length. SECTION 2. This contract and any amendment or modifications thereto shall not take effect or become operative until fully signed and executed by the parties and no party shall be 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 26 within sixty (60) days of passage of the resolution. 27 28 III III (2 ,1, t 117/tl3 I . . . 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 2 BERNARDINO AWARDING A CONTRACT TO HOLLAND-LOWE CONSTRUCTION, INC. FOR TIPPECANOE A VENUE WIDENING (PHASE II) AND 3 LAUREL WOOD DRIVE (PHASE II) PER PLAN NO. l0373A. 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a 6 meeting thereof, held on 7 the_day of 8 Council Members: ,2003, by the following vote, to wit: ABSTAIN ABSENT AYES NAYS 9 ESTRADA 10 11 12 LONGVILLE MC GINNIS 13 DERRY 14 SUAREZ 15 ANDERSON 16 17 18 19 MC CAMMACK City Clerk The foregoing resolution is hereby approved this day of ,2003. 20 21 22 23 24 Approved as to 25 form and legal content: Judith Valles, Mayor City of San Bernardino 26 James F. Penman, 27 City Attorney 28 By:L,.f~ U J City of San Bernardino, California Department of Public Works, Division of Engineering File No. 1.7153-11 W.O. No. 7153 VICINITY MAP Tippecanoe Avenue Widening (Phase II) AND Laure/wood Drive (Phase II) ~'j;\ili;;.\1'Ji!:'.'"~~.~;;t~"?~~)lr~iilSf';''ll~~.~11 Tn !liD . 1lI'~jfi!*,'.I~~.:!il!.,tlf;;!ji iO.~M/:.i~ " E. 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NO 242-362-5504-7246 CITY OF SAN BERNARDINO ST ATE OF CALIFOR..t'lIA BID AND CO:"lTRACT DOCUMENTS PLANS A:\'D SPECIAL PROVISIONS NO. 10373 A FOR TIPPECANOE AVENUE WIDENING (PHASE II) LAUREL WOOD DRIVE (PHASE II) DIVISION OF PUBLIC WORKS DEPARTMENT OF DEVELOPMENT SERVICES CITY OF SAN BER..t'lARDINO , MARCH, 2003 BIDS WILL BE RECEIVED UP TO THE HOUR OF 2:00 P.M. ON JUNE 17 , 2003 F'x'HrR/I lA}f '. CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: July 11, 2003 TO: Leslie Crawford, Engineering Assistant I FROM: Michelle Taylor, Senior Secretary RE: Transmitting Documents for Signature - Resolution 2003-191 At the Mayor and Common Council meeting of July 7, 2003, the City of San Bernardino adopted Resolution 2003-191 - Resolution awarding a contract to Holland-Lowe Construction, Inc., for Tippecanoe Avenue widening (Phase II) and Laurelwood Drive (Phase II), per Plan No. I0373A. I am providing you with one certified copy of Resolution 2003-191 and four (4) sets of original bound contracts. Please obtain signatures where indicated and 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 September 5, 2003. If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you. above entioned documents. Please sign and return. CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: August 26, 2003 TO: Leslie Crawford, Engineering Assistant I FROM: Michelle Taylor, Senior Secretary RE: Resolution 2003-191 - Holland-Lowe Construction, Inc. Our office has not received the executed contract with Holland-Lowe Construction, Inc., for Tippecanoe Avenue widening (Phase II) and Laurelwood Drive (Phase II), per Plan No. 10373A. This contract was approved at the Mayor and Common Council meeting held on July 7, 2003, and will be null and void ifnot executed and returned to the City Clerk's Office by September 5,2003. Please forward the executed agreement to the City Clerk's Office, to my attention, as soon as possible. If you have any questions, please do not hesitate to call me at ex!. 3206. " I r.' ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): f)., ~o3 Item # K rL is Resolution # L- (]C) 3- I Cj \ Vote: Ayes I"S, f) Nays -e Abstain ~ Absent <., Change to motion to amend original documents: Reso. # On Attachments: ~ Contract term: - Note on Resolution of Attachment stored separately: ./ Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Null/VoidAfter: loG OAf'! q"5()~ By: ~ Date Sent to Mayor: 'I - Cj - 0 Z, Date of Mayor's Signature: r\', -(,? Date of Clerk/CDC Signature: " - \0. 0 ", Reso. Log Updated: ,/ Seal Impressed: .~ Date Memo/Letter Sent for Signature: fid"'Day Reminder Letter Sent o~day: 90 Day Reminder Letter Sent on 45th day: 1"'\'0.3 ~, )".03 See Attached: ./ Date Returned: q" 3 -0 3 See Attached: /' See Attached: 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~ By_ -.L , Yes No :~ Yes No / Copies Distributed to: City Attorney ,/ Parks & Rec. Code Compliance Dev. Services / EDA Finance ,/' Police Public Services Water Others: MIS Notes: ROC;(\ I) (C'fYTK Pre, 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: ~ Date: Revised 01!l2/01