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RESOLUTION (ID # 2751) DOC ID: 2751 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Tony Frossard M/CC Meeting Date: 11/18/2013
Prepared by: Linda Dortch, (909) 384-5140
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Directing the
Public Works Director to Issue a "Request for Proposals for Concrete Maintenance Services."
RFP F-14-18. (#2751)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $200,000
Account No. 001-400-0088-5505
Account Description: Other Professional Services
Balance as o£ 11/04/13 $200,000
Balance after approval of this item: $0
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The Public Works Department, Operations &Maintenance Division, is responsible for
maintaining the sidewalks, curbs, gutters, and cross gutters in the City. Repair and maintenance
of the sidewalks, curbs, gutters, and cross gutters is essential for the safety of the walking and
driving public. At this time,there is a need to secure a contract with a reputable contractor to
provide this service.
In order to ensure the best possible price, staff prepared a list of vendors who provide concrete
maintenance services. The RFP will also be sent to the San Bernardino Area Chamber of
Commerce and advertised on the City's webside. A list of known vendors is included with this
report.
City Attorney Review:
Supporting Documents:
reso 2751 (PDF)
Ex. A-Bid Packet (DOC)
Updated: 11/13/2013 by Jolena E.Grider B Packet Pg., 18.1"'
RESOLUTION NO. 7
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE
3 "REQUEST FOR PROPOSALS FOR CONCRETE MAINTENANCE SERVICES."
4 RFP F-14-18
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDIO AS FOLLOWS:
6
SECTION 1. The Public Works Director is directed to issue "Request for Proposals
7
8 for Concrete Maintenance Services" RFP F-14-18, attached and incorporated herein as
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9 Exhibit"A."
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FftcketPg. 182
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE
2 "REQUEST FOR PROPOSALS FOR CONCRETE MAINTENANCE SERVICES."
RFP F-14-18
3
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5
6 Common Council of the City of San Bernardino at a meeting
7 thereof,held on the day of ,2013, by the following vote,to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
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MARQUEZ co
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11 JENKINS
VALDIVIA
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13 SHORETT a
14 VACANT L)
15 LO
JOHNSON N
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MULVIHILL
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19 Georgeann Hanna,City Clerk
20 The foregoing resolution is hereby approved this day of , 2013, r
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21
22
Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to form:
25 GARY D. SAENZ,
City Attorney
26
27 By:
,. 28
Racket Pg.983
RFP F-14-18
Page 1 of 11
City of San Bernardino
I TECHNICAL SPECIFICATIONS
RFP F-14-18
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CONCRETE MAINTENANCE SERVICES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
The Public Works Department, Operations and Maintenance Division is responsible for
maintaining all sidewalks, curbs, gutters, and cross gutters in the City. The intent of this
document is to solicit proposals from highly trained and qualified vendors with
experience in providing Concrete Maintenance Services. The City is looking for the
most responsive and responsible vendor that will be committed to provide the best level in
of Concrete Maintenance Services. Through a competitive qualification and bid based
procurement process, the City of San Bernardino intends to enter into an agreement
with a qualified vendor for Concrete Maintenance Services.
Services: Bidder shall complete in the right-hand column any brief reasons for
exceptions to requirements and when it's not acceptable. State L
"Acceptable" if requirements are agreeable as set forth in left-hand o
column.
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Description: The project consists of a general contract for the removal of existing N
deteriorated or raised portions of sidewalks, gutter, curb and gutter, drive
approach, cross gutter, spandrel and handicap ramp, removal of tree Je
roots, repair of sprinklers, reinstallation of mail boxes, replacement of a
concrete, replacement of asphalt concrete, providing traffic control, and m
clean up of construction debris. The intent of these specifications is to a
provide for a complete and finished project in accordance with the x
provisions in connection therewith all necessary labor, tools, implements, w
equipment, materials, and supplies. �
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Whenever the terms "Standard Specifications" is used, it shall mean the "Standard r
Specifications for Public Works Construction, latest edition." In case of conflict a
between these specifications and Standard Specifications, these specifications shall
take precedence over and be used in lieu of the Standard Specifications.
Packet Pg. 184
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RFP F-14-18
Page 2 of 11
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORY I ACCEPTABLE /
AS SPECIFIED
1. TRAFFIC CONTROL
Attention is directed to Section 7-10, "Public Convenience and
Safety" of the Standard Specifications for Public Works
Construction, latest edition and these special provisions.
Warning signs, lights, and devices for use in performance of
work on Highways shall conform to the "Manual of Traffic N
Control," 2000 Edition, and the "Work Area Traffic Control
Handbook," 2000 Edition, adopted by the City of San Bernardino.
The VENDOR shall so conduct the operation as to offer the least
possible obstruction and inconvenience to the public.
Convenient access to abutting properties shall be maintained
whenever possible. VENDOR shall maintain a minimum of one
traffic lane in each direction at all times. All excavations opened
during any day will be paved back to a safe condition by the end L
of the same day.
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All work sites shall be marked and called in to Underground LO
Service Alert three (3) days prior to work starting as per State of
California. If a conflict exists, VENDOR must notify the City prior
to digging or removals of the site. Notification can be by phone
and followed up with a written notification. a
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All places of business and residences along the street(s) that are Q
within the limits of work shall be notified in writing at least five (5) w
days prior to commencement of work. This notification shall
explain the sequence of work and indicate any restrictions of
access. Verbal notification shall be given to all places of
businesses and residences at least 18 hours in advance of
commencing work that will affect access to and from properties. a
Full compensation for furnishing labor, materials, equipment, and
incidentals for all traffic control will be considered as being
included in various items of work and no additional
compensation will be allowed.
2. CLEARING, GRUBBING, REMOVALS, RELOCATIONS,
AND SITE MAINTENANCE
The work covered by this section shall include removal and
Packet Pg. 185
5.L.b
RFP F-14-18
Page 3 of 11
disposal of concrete or AC, removed vegetation, tree roots,
trash, and other objectionable material from the project; saw
cutting, and demolition. AC adjacent to curb or gutter shall be
removed to 1' from face per City Standard. AC patch back will
be done by City forces. Protection and maintenance of existing
improvements, including utilities, within the right-of-way which
are to remain in place; and maintenance of the site in a neat and
orderly condition throughout the construction period.
3. REMOVAL OF EXISTING IMPROVEMENTS
Existing surface improvements shall be removed within the limits y
indicated on the plans, or as listed on the project order list and
as marked in the field. The limits of removal shall be saw cut
and the remaining edges of existing improvements shall be neat U)
and sound to the satisfaction of the Director of Public Works or
his designee.
If the edge of any existing improvement to be joined with new CU
work is damaged by the VENDOR'S operations, the existing
shall be again saw cut parallel to the original cut and such ;"
additional portion removed and replaced at the VENDOR'S o
expense.
Existing asphalt concrete, concrete sidewalk, driveway
approaches, curb, and gutter or other improvements shall be
completely removed. All material removed shall become the
property of the VENDOR and shall be disposed at an a
appropriately permitted recycling site. Copies of the weight m
ticket(s) shall be submitted to the City for recycled materials. a
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VENDOR must comply with NPDES regulations during ``�
construction. d
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4. DISPOSAL OF MATERIAL REMOVED
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All material removed in clearing and site maintenance
operations, including temporary asphalt paving removal as
specified herein, shall become the property of the VENDOR until
it is disposed of at an approved recycling center. Copies of the
weight ticket(s) shall be submitted to the City for recycled
materials.
Packet Pg. 186
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RFP F-14-18
Page 4 of 11
tL 5. REMOVAL OF TRASH AND OTHER OBJECTIONAL
MATERIAL
All trash, roots, and organic material within six inches of the
finished surface shall be removed. In addition, any trash or
organic material, including roots, encountered in demolition of
any work performed shall be removed.
6. SITE MAINTENANCE
Throughout the period of construction, the VENDOR shall
maintain the site of the work in a safe, neat, and orderly y
condition free of any hazardous conditions, trash, debris, surplus
materials, and objectionable matter of any kind, all to the :?
satisfaction of the Public Works Director or his designee. U)
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Throughout the period of construction, the VENDOR shall
control dust in accordance with the requirements of the City of
San Bernardino, and as specified in the Standard Specifications.
Dust shall be controlled continually during construction
operations by watering and by such other means, and at such
time as may be required by the City. o
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During the course of construction, the VENDOR shall protect all
existing improvements, including underground utilities, which are N
to remain in place within and adjacent to the right-of-way from
damage resulting from the operation.
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7. GRADING ?'
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The VENDOR shall grade as required, provide all unclassified w
excavating and unclassified fill necessary for curbs, gutter, ;.
driveway, sidewalk, and paving, as indicated on the plans and
described in these special provisions. The VENDOR shall
remove excess and/or unsuitable materials from the site. If Y
unclassified fill and grading is necessary in preparation for laying a
concrete, it shall be made with clean earth which will be
compacted to 95% relative compaction to avoid future
settlement.
8. COMPACTION OF SUBGRADE
Subgrade shall be scarified, watered, and compacted as
necessary to obtain 95% relative compaction.
Packet Pg. 187
5.L.b
RFP F-14-18
Page 5 of 11
a 9. CONCRETE MATERIALS
Concrete materials shall be 3250 PSI and in accordance with the
Standard Specifications for Public Works Construction, latest
edition, and the City Standards. The following City Standards
are made part of these specifications:
Std No. 200 —Typical Section — P.C.C. Curb & Gutter
Std No. 201 — Cross Gutter
Std No. 202 — Sidewalk Location
Std No. 203 — Residential Driveway Approach
Std No. 204 — Commercial Driveway Approach y
Std No. 205 — Curb Ramp
10. PRICING cn
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Pricing shall include all traffic control, materials, steel plating,
equipment, and labor costs to complete the project(s). 2
11. REFERENCE LIST
Provide three (3) local government agencies and/or company's o
previous or current contact references that support your ability to L)
provide generator maintenance services.
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12. CONTRACT LENGTH w
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The length of this contract shall be for one (1) year with two (2) a
one-year extensions at the City's option. m
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13. LICENSES x
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The VENDOR represents that it has all licenses including a
contractor license, permits, qualifications and approvals of
whatever nature that are legally required to provide concrete
maintenance services, including a City Business License, and a
that such licenses and approvals shall be maintained throughout
the term of this Contract.
14. WARRANTY
The work shall be warranted for 1 year.
Packet Pg. 188
5.L.b
RFP F-14-18
Page 6 of 11
15. CONTRACTOR NON-COMPLIANCE
A. If the Public Works Department Director, or his designee,
determines that there are deficiencies in the performance of
this Agreement, the Public Works Department Director, or his
designee, will provide a written notice to the VENDOR stating
the deficiencies and specifying a time frame to correct the
specified deficiencies. This time frame shall be reasonable,
as determined by the Public Works Department Director, or
his designee, to correct the specified deficiencies.
B. Should the VENDOR fail to correct any deficiencies within the
stated time frame, the Public Works Department Director, or
his designee, may exercise the following measures:
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1. Impose a deficiency deduction and deduct from the
VENDOR'S payment the amount necessary to correct the
deficiency, including City overhead costs.
2. Withhold the entire or partial payment.
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3. Terminate the contract and award to second bidder. _
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RFP F-14-18
Page 7 of 11
PRICE FORM
REQUEST FOR QUOTES: RFP F-14-18
DESCRIPTION OF RFP: Concrete Maintenance Services
COMPANY NAME:
ADDRESS:
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PRINT
NAME OF AUTHORIZED c
REPRESENTATIVE c
Provide pricing that is a firm fixed fee. This must include all labor, materials, tools,
equipment, and supplies associated with concrete maintenance services.
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Concrete Maintenance Services Cost
4" Sidewalk R&R 8,000 sq ft ti
Curb on Type A, R&R 400 In ft
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6" Curb & Gutter, 18" R&R 400 In ft
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6" Curb & Gutter, 24" R&R 400 In ft c
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8" Curb & Gutter, 18" R&R 400 In ft a
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8" Curb & Gutter, 24" R&R 400 In ft w
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3' Cross Gutter R&R 800 sq ft E
4' Cross Gutter R&R 800 sq ft
3' Cross Gutter R&R with #4 Rebar on 1' Center 250 In ft a
4' Cross Gutter R&R with #4 Rebar on 1' Center 250 In ft
Spandrel R&R 500 sq ft
Residential Approach 300 sq ft
Cmrcial Approach 300 sq ft
C 500 sq ft
Packet Pg. 190`
S.L.b
RFP F-14-18
Page 8 of 11
ANNUAL PURCHASE ORDER
Effective on or about January 1, 2014 through June 30, 2014 with two (2) one-year
renewals, at the City's option.
Option year one, if exercised, shall be effective July 1, 2014 through June 30, 2015.
Option year two, if exercised, shall be effective July 1, 2015 through June 30, 2016.
Actual option year pricing shall be negotiated with the successful Bidder(s) prior to
exercising of any given option year. Option years shall become effective only upon
issuance by the City of a duly authorized Purchase Order.
Are there any other additional or incidental costs which will be required by your firm in
order to meet the requirements of the Technical Specifications? Yes / No (circle one).
If you answered "Yes", please provide detail of said additional costs: in
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Please indicate any elements of the Technical Specifications that cannot be met by your d
firm.
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Have you included in your bid all informational items and forms are requested? Yes / a
No (circle one). If you answered "No", please explain:
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This offer shall remain firm for 90 days from RFQ close date.
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Terms and conditions as set forth in this RFQ apply to this bid.
Cash discount allowable % days; unless otherwise stated, payment terms are: Net
thirty (30) days.
In signing this bid, Bidder warrants that all certifications and documents requested
herein are attached and properly completed and signed.
5.L.b
RFP F-14-18
Page 9 of 11
From time to time, the City may issue one or more addenda to this RFQ. Below, please
g indicate all Addenda to this RFQ received by your firm, and the date said Addenda
was/were received.
Verification of Addenda Received
Addenda No: Received on:
Addenda No: Received on:
Addenda No: Received on:
AUTHORIZED SIGNATURE:
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PRINT SIGNER'S NAME AND TITLE:
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DATE SIGNED:
COMPANY NAME & ADDRESS:
PHONE: FAX:
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EMAIL: _
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IF SUBMITTED A "NO BID", PLEASE STATE REASON(S) BELOW:
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1 RFP F-14-18
Page 10 of 11
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