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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
Subject: A resolution authorizing the
execution of a purchase order to Precision
Cold Planing Company to supply cold
milling services for roadway pavement
rehabilitation for use by the Public
Services Department.
Dept: Public Services
Date July 24, 2003
ORIG\NAL
Meeting Date: August 4, 2003
April 21, 2003
Reso 2003-87
Increase PO to $40,300
Recommended Motion:
Adopt resolution, and authorize the Director of Finance to appropriate $21,500.00 from
the State Gasoline Tax Fund (Account 126), $28,500.00 from the Half-Cent Sales Tax-
Local Funds (Measure I) (Account 129),$9,000 from the AB-2928 Traffic Congestion
Relief Fund (Account 135) and $3,000 from the Street Construction Fund (Account
242).
~4tfuJ
Signature
Contact person Lynn Merrill, Director
Phone: 5140
Supporting data attached:
Ward:
All
FUNDING REQUIREMENTS:
Amount:
$62,000
Source Account numbers
126 - State Gasoline Tax Fund $21,500
129 - Y, Sales Tax Local Funds $28,500
135 - AB-2928
Traffic Congestion Relief $ 9,000
242 Street Construction Fund $ 3,000
Finance:
Council Notes:
~~ ~)c-<-<,-z'Zl
Ageod, Item No 11/ IJJ
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the execution of a purchase order to Precision Cold Planing
Company to supply cold milling services for roadway pavement rehabilitation for use by
the Public Services Department.
Background:
As part of an overall emphasis on street repair and maintenance activities within the
current fiscal year, the Public Services Department Street Division, in conjunction with
Development Services, has developed a joint departmental strategy to rehabilitate certain
streets. On major street resurfacing efforts, the strategy utilizes Street Division crews to
perform street surface preparation, sweeping, placement, leveling, rolling, traffic control,
and hauling of recycling debris generated by the cold-milling process. All project related
signing, striping, and inspection is also performed in-house.
Staff is requesting authorization for the Public Works Division of Development Services to
issue separate purchase orders for the pavement rehabilitation for each of the following
CIP projects identified below to Precision Cold Planing Company totaling the amount of
$62,000.
Ward Project Location
Valencia from Highland to 200' n/o 29th Sl.
Del Rosa btwn Date Sl. & Bonita Vista
Lt. Mtn from 1000' n/o 27th Sl. to Kendall Dr.
Pepper Sl. from Birch to Mill St.
Palm Ave. from Piedmont Ave. to Orchid Dr.
9th Sl. from H Sl. to Arrowhead
6th Sl. from Waterman Ave. to Pedley
Project
Cost Account No.
$ 6,500 126-369-5504-7304
$ 15,000 126-369-5504-7244
$ 15,000 129-367 -5504-xxxx
$ 3,000 129-369-5504-7198
$ 9,000 135-378-5504-xxxx
$ 3,500 129-367-5504-7200
$ 3,000 242-362-5504-7227
Waterman Ave. fr Commercial-Vanderbilt
TOTAL
$ 7,000 129-367-5504-7301
$62,000
In July, 2003, the Department secured informal quotes from three vendors of this
specialized service, requesting costs for the rental charge for a planing/grinding machine,
including laborers and mobilization with the following results:
Vendor
Precision Cold Planing
Pavement Recycling Systems
All American Asphalt
Location
Ontario, CA
Riverside, CA
Corona, CA
Quote
$3,000 per day
$3,600 per day
$5,500 per day
The lowest bidder was Precision Cold Planing, which has been furnishing services to the
City since 2002 at the inception of the CIP pilot program in conjunction with the
Development Services Department. There are no local vendors that were identified that
could provide this service.
Based on the daily prices established by the bid process, staff is requesting that the
Mayor and Common Council approve authorization of award of this work without a formal
bid, due to the fact that the total aggregate amount of $62,000 under this request
exceeds $25,000. Chapter 3.04.010 Adoption of the Purchasing Code Section B.3
authorizes an Exemption for Purchases approved by the Mayor and Common Council.
The Public Services Department is hereby requesting a purchase order in the amount of
$62,000 to Precision Planing Company to supply cold milling services for roadway
pavement rehabilitation to be utilized for the CIP paving projects listed above.
Financial Impact:
These eight projects are currently identified as part of the proposed FY2003/2004 CIP
program and total $62,000. Funds in the amount of $21 ,500.00 are contained in the State
Gasoline Tax (Account 126). Funds in the amount of $28,500.00 are contained in the
Half-Cent Sales Tax - Local Funds (Measure I) (Account 129). Funds in the amount of
$9,000 are contained in the AB 2928 Traffic Congestion Relief (Account 135). Funds in
the amount of $3,000 are contained in the Street Construction Fund (Account 242).
Recommendation:
Adopt resolution, and authorize the Director of Finance to appropriate $21,500.00 from
the State Gasoline Tax Fund (Account 126), $28,500.00 from the Half-Cent Sales Tax-
Local Funds (Measure I) (Account 129),$9,000 from the AB-2928 Traffic Congestion
Relief Fund (Account 135) and $3,000 from the Street Construction Fund (Account 242).
2
07/21103
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FAX 909 909+923+8007
+923+8007 K~VDSE~ GRADI~G
~01
8657 Riverside Drive
Orltario, CA 91761-7202
(909) 72] -2461 .. Fax (909) 923-8007
Lie # 801059
QUOTATION
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QUOTE No,l g4{,
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BID DATE:
BID TIME:
PROJECT:
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EST.orY:
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UNIT OF
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UNIT
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CONDITIONS: pr,' ~ r V\ c-h..,{~ >' '.
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THIS QUOTATION SHALL BECOME PART OF ANY FUTURE CONTRACTS. UNLESS I'
OTHERWISE SPECLFIED, PRECISION COLD PLANlNG EXCLUDES FROM TIlE PRICE QUOTED
ABOVE: All traffic control; all surveying, marking, or layouts: all temporary lane striping orEafliC
markings, all temporary ramping, aU adjustment andlor detail work o. fs...ewer. manholes, clean uts, wat~r
valves, any precllSt enclosure, atc.; aU saw culling; all temporary tapers; all jobs!te maintenan ; all street
closure posting; aU guaranteed gradation; all water and water and water trucks which shall be provided at
grinder; any slurry removal or gullers; all hl\Zlll'dous waste; all dump fees. Damage to OGUiP~mt by
unmarked items in grade wiil be charged at a rate of$65.00 per hour plus materials at 21 % a ve cost.
Upon wmpletion of work shift, Precision Cold Pl~i.ng is relieved.ofal.,I,liability for ~ork co ple~~d and
protection of work shall be assumed by other; PreclSlon Cold Planmg's'mdemmficatlon shail limited
thereto. This quotation is to be made part of all purchase order or contract, i
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_~UBW. TIED BY: ! 6 :E: ,it"" C ~ __1._._
ACCEPTED BY: _ _
~
07/21/2003 15:33
3845059
3845059 SJ. OFFICE
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PAGE 01
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PAVEMENT
RECYCLING
SYSTEMS
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The following rates apply to a 7' wide p"ner. The machIne will be provided operated
arid lT18inlalned . The move <:harg. will apply to each mov. on/orr the project
1. Rental 7' wide planer (4 hra) @ $2,200.00 lump $Urn
2. Hourly rate after" h,.. 0 $ 450.00 per hour
3. Moblllz8lion @ $ 600.00 uch.
If you have any quntiona, pleal8 give me a call 0 9Q9.e82-1091
Reepeclful/y,
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Don Sante
Senior Estimator
ALL AMERICAN ASPHALT
Engineering - Contractors - Asphalt Paving
400 East Sixth St.
P.O. Box 2229
Corona, California 91719.2229
Telephone: (909) 736.7600 FAX: (909) 736.7640
Serving: Los Angeles, Orange, Riverside, and San Bernardino Counties
CAL. STATE
Lie #267073A
To: 0
GEi,oRAL C)I\TRACTOR
O<lle: 712212C03
From: Brert "Mr. 101" Kna
Quote No. 1037
Phon
F~x <no:);,:.-'
'We propose to furni:;h you labor and material in strict accordance with the plans and ~ptc.~ifications as follows;
CITY OF SA ,v Bf.'RVARDJ.II,,'O GRlNDl:VG
ATTN: XHIER LEON
,..-----------
litem No.
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Oescri ption
Quantity U/M
1.0 HR
1.0 EA
UniIPrice
Total Price
1
2
7' GRINDER,2 OPERATOR,1 LABORER
MOVE CHARGE
625.000
500.000
625.00
500.00
1,125.00
51.125.00
I Total Proposal Price:
i Special Conditions:
~ 1. THIS QUOTATION SHALL BECOME PART OF ANY FURTHER CONTRACTS, UNLESS
! OTHERWISE SPECIFIED, All American Aspha~ excludes (uniess otherwise specified below) the
i follOWing; ; All Traffic Control, surveying, markings, layout, all temporary striping & markings,
,
2. EXClusions cont. ; temporary ramping, adjustment andlor detail work of sewer, manholes, cleanouts,
water valves, precast enolosure, eto:.; all sawcutting all temporacy tapers; all jobs!te maintenance; all
street closure posting; all guaranteed gradation;
3. EXClusions conI. ; all water and water trucks; all hazardous waste; all dump fees. Damage to equipment
by ~nmarKed rtems in grade will by charged at a rate of $65.00 per hour plus matenals at 21 % above
cost Upon completicn of workshift, AAA is relievec
4. EXClusions cont.; slurry removals on gutters; of allliabi!rty for work completed and protection of the work
shall be assumed by others, AAA indemnification shall be limited there to. ThiS quotation is to be made
part of all purchase orders or contracts.
5. Submitted By X
6. COLD MILLING INCLUDES cut, load,detail- 2 OPERATORS, 1 LABORER, 7' GRINDER
7 A,-L AMERICAN ASPHALT WILL BE HAPPY TO HAUL OFF RECYCLABLE ASPHALT GRINDINGS
l FREE OF CHARGE
8 4 HOUR MINIMUM FOR EACH SHIFT AFTER THAT IT IS A P"R HOUR
-------
General Conditions
Date:
Accepted b).:
Page 1 of 1
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RESOLUT~ 9 rP)f
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
TO PRECISION COLD PLANING COMPANY TO SUPPLY COLD MILLING
SERVICES FOR ROADWAY PAVEMENT REHABILITATION FOR USE BY THE
PUBLIC SERVICES DEPARTMENT.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
SECTION 1. That Precision Cold Planing Company provides the cold-milling
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(grinding) services for the City roadway pavement rehabilitation. Pursuant to this
determination, the Purchasing Manager is hereby authorized to issue a purchase order
to Precision Cold Planing Company in an amount not to exceed $62,000.
SECTION 2. The Purchase Order shall reference this Resolution No. 2003-
and shall read, "Precision Cold Planing, including crew for services of a cold-
milling (grinding) process for roadway pavement repairs, P.O. No.
not to
exceed $62,000" and shall incorporate the terms and conditions of the Contract, which
is on file in the City Clerk's Office.
SECTION 4. The authorization to execute the above referenced Purchase
Order is rescinded if not issued within sixty (60) days of the passage of this resolution.
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July 22, 2003
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
TO PRECISION COLD PLANING COMPANY TO SUPPLY COLD MILLING
SERVICES FOR ROADWAY PAVEMENT REHABILITATION FOR USE BY THE
PUBLIC SERVICES DEPARTMENT.
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 the
day of
, 2003, by the
following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2003.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By:L7.(~
()
July 22, 2003
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~ -4- () ~ Item # Ll Resolution #
Vote: Ayes :':,-S, i) Nays I, L, &- Abstain-ET-
Change to motion to amend original documents: -
zoo3- zz- ,
Absent ..G---
Reso. # On Attachments: -- Contract term: -
Null/Void After: (d) Dc.1.J ) / Cr-3-o,,::,
Note on Resolution of Attachment stored separately: ---=-==-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By:
Reso. Log Updated:
Seal Impressed:
./'
Date Sent to Mayor: 'is - Iv- C>3
Date of Mayor's Signature:
Date of ClerklCDC Signature:
Date Memo/Letter Sent for Signature:
"--
60 Day Remmder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
Date Returned: -
3",... 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
Yes No / By
Yes No 7 By
~
Copies Distributed to:
City Attorney /'
Parks & Rec.
Code Compliance Dev. Services
Police Public Services V Water
EDA
Finance
./
MIS
Others:
Notes:
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/ 12/0 I