HomeMy WebLinkAbout18 Development ServicesCITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: MICHAEL E. HAYS, Director Subject: Award of contract — Installation of Landscape —
Orange Show Road Extension — Golden West
Dept: Development Services Q Landscape
Date: December 14, 1998 DI 1'G1N
AE
File No: 1.845
Synopsis of Previous Council Action: MCC DATE: 12 -21 -98
02 -17 -96 Plans approved and authorization granted to advertise for bids given
08 -18 -97 Resolution No. 97 -250 adopted awarding a contract for $9,133,734.00
Recommended Motion:
Adopt Resolution
Contact Person: Gene R. Klatt
DEC 14 19 -8
Michael IVHays
Phone: 5125
Supporting data attached: Staff Report, Report of Bids, Reso Ward: 1 & 3
FUNDING REQUIREMENTS: Amount: 133,892.90
Council Notes:
Source (Acct. No.) 242- 362 -5504 -1996
(Acct. Description) Orange Show Road Extei0ion
Finance:
Agenda Item No. /V '
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORZ
Subject:
Award of contract — Installation of Landscape — Orange Show Road Extension — Golden West Landscape
Background:
A contract has been awarded for the construction of a new arterial roadway from Arrowhead Avenue to
Tippecanoe Avenue. This new roadway follows the old Pioneer Street for part of the alignment. The general
contractor for the project, MCM had been requested to install landscaping in the median island within the limits
of the project. However, other construction commitments prevent them from performing this work. Originally
included in the project, the landscaping was left out during bidding to insure adequate funds were in the
project. It is being added now as there will be sufficient funds to complete the work. The City then sought
competitive bids to perform the landscape installation per the adopted plans. On December 8, 1998 bids were
received. A total of four bids were received. The bids ranged from a low of $133,892.90 to a high of
$299,437.00. The low bid is 2.09% below the Engineer's Estimate of $136,764.00. The estimated annual
cost for the maintenance of the landscaping will be $344.00 per month or $4,128.00 per year.
The construction is fully funded from a combination of FHWA grants and IVDA matching funds. While this
contract would normally be processed as a contract change order, the general contractor is unable to provide the
service. Therefore, it is being processed as a separate contract. Because it is part of the extension of an existing
contract and being funded from the contingencies, there are no costs involved for inspection, administration or
additional contingencies. The landscaping has been designed to match or be similar to the landscaping that
currently exists along Waterman Ave. between the Santa Ana River and Mill Street. The original contract
contained contingencies of $1,404,099.00. To date, only $116,778.19 has been spent of the contingencies.
Listed below is the estimated contract costs using the low bid price:
Construction Contract
Engineering and Administration
Subtotal
Contingencies
TOTAL
Financial Impact:
$133,892.90
$ 0 (included in base contract)
$133,892.90
$0 (included in base contract)
$133,892.90
The full cost of the $133,892.90 will be covered by the contingencies contained in the original base contract
which is made up of a combination of FHWA funding and IVDA matching funds. There is no cost to the City
for this work. Funding is contained in the account 242 - 363 -5504 -1996. The contract was awarded with a
contingency of $1,404,099.00. To date, all contract change orders total $116,778.10 leaving an available
balance of $1,287,320.90 to fund the installation of landscape improvements.
-1-
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Recommendation:
Staff recommends the adoption of the Resolution awarding the Contract
Urgency:
The contractor is very near completion of the roadway and it is essential that the landscaping be installed before
the roadway is opened to traffic. Additionally, the installation of landscaping at this time of year improves the
survival rate of the plants. The contract will need time to complete the work and it is desirable to have the
roadway opened upon completion of all improvements.
-2-
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RESOLUTION NO.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
CONTRACT TO GOLDEN WEST LANDSCAPE CONTRACTOR FOR THE
INSTALLATION OF LANDSCAPING IN THE ORANGE SHOW ROAD EXTENSION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. GOLDEN WEST LANDSCAPE CONTRACTOR is the lowest
responsible bidder for: INSTALLATION OF LANDSCAPING IN THE
ORANGE SHOW ROAD EXTENSION. A contract is awarded accordingly
to said bidder in a total amount of $133,892.90 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 within sixty (60) days of the
passage of the resolution.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
CONTRACT TO GOLDEN WEST LANDSCAPE CONTRACTOR FOR THE
INSTALLATION OF LANDSCAPING IN THE ORANGE SHOW ROAD EXTENSION.
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 19 by the following
vote, to -wit:
Council Members:
ESTRADA
LIEN
(VACANT)
SCHNETZ
ANDERSON
DEVLIN
MILLER
AYES NAYS ABSTAIN ABSENT
RACHEL CLARK, City Clerk
(The foregoing resolution is hereby approved this day of
19
(Approved as to form
And Legal Content:
James F. Penman
City Attorney
By
JUDITH VALLES, Mayor
City of San Bernardino
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CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
CITY CLERK'S OFFICE
RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM
DATE: December 22, 1998
TO: Leslie Crawford, Civil Engineering Assistant I
FROM: Rachel Clark, City Clerk by Melanie Miller, Senior Secretary
RE: Transmittal for signature — Res 98 -343 Documents
Attached are the following:
Original documents awarding a contract to Golden West Landscape Contractor.
Please obtain signatures where indicated on all copies.
Please return the executed original to the City Clerk's office as soon as possible, to my attention.
Be advised that the resolution and agreement will be null and void if it is not executed within sixty (60)
days —February 19, 1999.
If you have any questions, please do not hesitate to contact me at ext. 3212. Thank you.
Rachel Clark
City Clerk
By: Melanie Miller
I here
Signc
Date:
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