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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Dept: Development Services
Date: June 6, 2002 0 ;~ .. :. : ::, : L
File: 1.7202-3
Subject: Resolution awarding contract to
VCI, Telcom, Inc. for ADA access ramps,
bus pads, and sidewalks at various
locations, per Plan No. 10412.
MCC Date: July 1, 2002
Synopsis of Previous Council Action:
Recommended Motion:
Adopt Resolution.
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Contact person: Mehran Sepehri, Senior Civil Engineer
Phone:
~1?7
Supporting data attached: Staff Report, & Reso., Map
Ward:
All
FUNDING REQUIREMENTS: Amount:
$45,000.00
Source: 135-378-5504-
Acct. Description: Disabled access ramps various locations.
Finance:
Council Notes:
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Agenda Item No. lto
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution awarding contract to VCI Te1com, Inc. for ADA access ramps, bus pads, and
sidewalks at various locations, per Plan No. 10412.
Background:
This project consists of removal of existing curb, gutter, and sidewalks and construction of
handicap access ramps, bus pad landings, and sidewalks to meet ADA requirements. These
improvements will provide easier accessibility for disabled citizens to public or private
facilities. On July 17, 2001, the City was notified by SANBAG that the City had been awarded
a Transportation Development Act (TDA) grant to pay for 50 percent of the cost of this
project.
The Plan and specifications for this project are complete and the project is ready to be
awarded. The estimated project costs are as follows:
Construction Cost $ 23,442.00
Contingencies $ 5,000.00
Design, Inspection, and Contract Administration $ 16,558.00
Total $ 45,000.00
This project was advertised locally in the San Bernardino County Sun Newspaper, F.W. Dodge,
Green Sheet, Daily Construction, Bid America, Plan Room, the City's web site, and with the San
Bernardino Area Chamber of Commerce. The following six companies responded:
Name of Bidder City Amount of Bid
VCI Telcom, Inc. Uoland $ 23,442.00
Malton Construction Riverside $ 34,422.00
E.B.S., Inc. Corona $ 38,947.50
Southland Construction Anaheim $ 44,256.00
Fischer Plumbing San Bernardino $ 60,598.00
Eastland Construction Inc. San Bernardino $ 20,914.00
Engineering Estimate $ 53,960.00
After the bid opening, Eastland Construction Inc. was the apparent low bidder in the amount of
$20,914.00. However, upon staffs review of the submitted bid documents, it was noted that the
Non-Collusion Affidavit was not signed and notarized (inadvertently, according to a company
representative) and the Workmen's Compensation Insurance Certificate was also not signed.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - continued
Therefore, after reviewing the issues with the City Attorney's office, staff believes that the bid
from Eastland Construction Inc. was not responsive because of these deficiencies. Based on the
review of the sealed competitive bids received, staff has determined that VCI Te1com, Inc. is the
lowest responsible bidder and has met the minimum requirements of the specifications and bid
guidelines. Staff has checked the references of VCI Te1com, Inc. and recommends that the
Mayor and Common Council award the referenced contract accordingly and reject all other bids.
Financial Impact:
Funding for this project in the amount of $45,000 is budgeted in FY 02-03 from AB 2928
funds in Account No. 135-378-5504-. Fifty percent of the cost of this project is reimbursable
from the TDA grant.
Recommendation:
Adopt resolution.
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City of San Bernardino, California
Department of Public Works, Division of Engineering
JUNE 4, 2002
File No. 1.7202-3
W.O. No. 7202
DWG. No.
~JU CONSTRUCTION OF ADA
ACCESS RAMPS, BUS PADS AND SIDEWALK
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PCC Access Ramp and PCC Bus Pad
at the NEC of 40th Street
and David Way
PCC Sidewalk and PCC Access Ramp
at the SWC of Mayfield Avenue
and Northpark Blvd.
VICINITY MAPS
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City of San Bernardino, California
Department of Public Works, Division of Engineering
June 4, 2002
File No. 1.7202-3
W.O. No. 7202
DWG. No. 10412
~lI~B CONSTRUCTION OF ADA
ACCESS RAMPS, BUS PADS AND SIDEWALK
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Highland Avenue and
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PCC Access Ramp at the
NWC of 4th Street and
Arrowhead Avenue
PCC Access Ramp at the
NWC of 29th Street and
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VICINITY MAPS
N.T.S.
City of San Bernardino, California
Department of Public Works, Division of Engineering
June 4, 2002
File No.1. 7202-3
W.O. No. 7202
Q. DWG. No. 10412
~iV1Jat, CONSTRUCTION OF ADA
ACCESS RAMPS, BUS PADS AND SIDEWALK
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PCC Access Ramp at the
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and Highland Avenue
PCC Sidewalk on the East Side of
Waterman A venue, North of
Hospitality Lane
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DEVELOPMENT SERVICES DEI'ARTMENT
,.
300 North "D" Street. San Bernardino' CA 9241 X-OOO I
Planning & Building 909.384.5057' Fax: 9093x4.S08li
Public WorkslEngineering 909.384.5111' Fax: 909.1X4.SISS
www.cLsan.bernardino.ca.us
Christopher D. Dean
Eastland Construction Inc.
PO Box 6301
San Bernardino, CA 92412
June 13,2002
SUBJECT: Construction of ADA Access Ramps, Bus Pads and Sidewalk (TDA Project) at
Various Location Project Plan No. 10412.
Dear Mr. Dean:
At the bid opening for the above reference project, which took place on Jun 4, 2002, at the
City of San Bernardino, City Hall, your bid package had the following deficiencies:
1. The Non-Collusion Affidavit was not signed and notarized.
2. The Workmen's Compensation Insurance Certificate was also not signed.
As per our conversation, although you had the lowest bid, your bid was not responsive because
of these deficiencies. At the Council meeting on July 1, 2002 the Development Services
Department will recommend that the Mayor and Council award this contract to the next lowest
responsible bidder, and reject all other bids.
I certainly hope that in the future, we have the pleasure of working with you on other projects.
Thank you for participating on this project.
Sincerely,
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Mehran Sepehri
Senior Civil Engineer
CC:
Ray Casey, City Engineer
Henry Empeno. Jr. Deputy City Attorney
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAI\
3 BERNARDINO AWARDING A CONTRACT TO VCI TELCOM, INC. FOR ADA
ACCESS RAMPS, BUS PADS, AND SIDEWALKS (TDA PROJECT) AT VARIOUS
4 LOCATIONS, PER PLAN NO. 10412.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7
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SECTION 1. VCI Telcom, Inc, is the lowest responsible bidder for ADA access
ramps, bus pads, and sidewalks (TDA project) at various locations, per Plan No, 10412, A
9
contract is awarded accordingly to said bidder in a total amount of $23.442,00 with a
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contingency amount of $5,000,00 but such award shall be effective only upon being fully
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12 executed by both parties, All other bids, therefore, are hereby rejected. The Mayor is hereby
13 authorized and directed to execute said contract on behalf of the City; a copy of the contract is
14 on file in the otIice of the City Clerk and incorporated herein by reference as fully as though
15
set forth at length,
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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
19 obligated hereunder until the time of such full execution. No oral agreements, amendments,
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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
24 within sixty (60) days of passage of the resolution.
25 III
26 III
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RESOLUTION...A WARDING A CONTRACT TO VCI TELCOM, INC. FOR ADA
ACCESS RAMPS, BUS PADS, AND SIDEWALKS (TDA PROJECT) AT VARIOUS
LOCATIONS, PER PLAN NO. 10412.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
, 2002, by the following vote. to wit:
AYES
NAYS
ABST AIN ABSENT
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
By: L 9.~
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NO. 1.7202
ACCT. NO. 129-367-5504-7202
".....
CITY OF SAN BERNARDINO
STATE OF CALIFORNIA
CONTRACT DOCUMENTS
PLANS AND SPECIAL PROVISIONS NO. 10412
FOR
CONSTRUCTION OF ADA ACCESS RAMPS,
BUS PADS AND SIDEWALK (TDA PROJECT)
AT
.
VARIOUS LOCATIONS
c
.
APPROVED BY:
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DIVISION OF PUBLIC WORKS
DEPARTMENT OF DEVELOPMENT SERVICES
CITY OF SAN BERNARDINO
MAY, 2002
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BIDS WILL BE RECEIVED UP TO THE HOUR OF I :00 P.M.
/---
ON
JUNE 4
.2002
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AGREEMENT:
CONSTRUCTION OF ADA ACCESS RAMPS, BUS
PADS AND SIDEWALK (TDA PRJECT) AT VARIOUS
LOCATIONS
4. City hereby promises and agrees with the said Contractor to employ, and does
hereby employ the said Contractor to provide the materials and to do the work according to the
terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts
to pay the same at the time, in the manner, and upon the conditions above set forth; and the same
parties for themselves, their heirs, executors, administrators, and assigns, do hereby agree to the
full performance of the covenants herein contained.
5. It is further expressly agreed by and between the parties hereto that should there
be any conflict between the terms of this instrument and the bid of said Contractor, then this
instrument shall control and nothing herein shall be considered as an acceptance of said terms of
said bid conflicting herewith.
IN WITNESS WHEREOF, the parties of these present have hereunto set their hands the
year and date first above written.
CONTRACTOR
CITY OF SAN BERNARDINO
Name of Firm:
BY:
JUDITH V ALLES, Mayor
City of San Bernardino
J BY:
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TITLE:
ATTEST:
MAILING ADDRESS:
RACHEL CLARK, City Clerk
PHONE NO.:L)
APPROVED AS TO FORM
AND LEGAL CONTENT:
JAMES F. PENMAN, City Attorney
By:L 7.f~
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
July 5, 2002
TO:
Mehran Sepehri, Senior Civil Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2002-182
At the Mayor and Common Council meeting of July I, 2002, the City of San Bernardino adopted
Resolution 2002-182 - Resolution awarding a contract to Vel Telcom, Inc., for ADA access
ramps, bus pads, and sidewalks (TDA Project) at various locations, per Plan No. 10412.
I am providing you with one certified copy of Resolution 2002-182 and four (4) 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 August 30, 2002.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
I hereby acknowledge receipt of the above mentioned documents.
Signed: ~Q~
11 gl D Z-. Please sign and return.
Date: I
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 16,2002
TO:
Mehran Sepehri, Senior Civil Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-182 - Agreement with VCI Telcom, Inc.
Our office has not received the executed contract with VCI Telcom, Inc., for ADA access ramps,
bus pads, and sidewalks (TDA Project) at various locations, per Plan No. 10412, which was
approved at the Mayor and Common Council meeting held on July 1, 2002.
Please forward the executed contract to the City Clerk's Office, to my attention.
Note: The resolution and agreement will be null and void if not executed by August 30, 2002.
If you have any questions, please do not hesitate to call me at ext. 3206.
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): I) -- \ -a d- Item # \ (,
Vote: Ayes \-11 Nays if
Change to motion to amend original documents: .-
Resolution # :)CX'J:) - \ ~ .;)
Abstain -0-- Absent A
Reso. # On Attachments: ~ Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: ")-d-C:)J-
Date of Mayor's Signature: "..3-0 d
Date of Clerk/CDC Signature: '1-3 --0 d-
NullNoid After: 100 DA-f0/<J<!:,o-Od-
I
By: -
Reso. Log Updated:
Seal Impressed:
v'
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Date MemolLetter Sent for Signature:
..f>Q"I5ay Reminder Letter Sent on ~y:
90 Day Reminder Letter Sent on 45th day:
f'\-l(-0 d-
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See Attached: .-/ Date Returned:
See Attached: v
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):
Copies Distributed to:
City Attorney .I
Parks & Rec.
Code Compliance Dev. Services .,/
Police Public Services Water
Notes:
&t,(\() COn'TRAc(
Yes / No By
Yes No 1. By
Yes No ,/ By
Yes NoT By
Yes Nol By
EDA
Finance ,/ MIS
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Others:
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: IYI ( Date: .3/5/ O..?-
Revised 01112/01