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Home My WebLink AboutC31140 Satellite Controllers for the Irrigation System at Desert Willows Golf ResortCITY OF PALM DESERT STAFF REPORT REQUEST: AUTHORIZE AWARD OF CONTRACT NO. C31140 TO FORMOST CONSTRUCTION COMPANY FOR SATELLITE CONTROLLERS FOR THE IRRIGATION SYSTEM AT DESERT WILLOW GOLF RESORT IN THE AMOUNT NOT, TO EXCEED $136,822.00 SUBMITTED BY: Heather Buck, Project Coordinator CONTRACTOR: Formost Construction Company 41220 Guava Murrieta, CA 92562 DATE: October 13, 2011 CONTENTS: Contract No. C31140 Agreement Fairway Irrigation Design Agreement Recommendation By Minute Motion, that the City Council: 1. Authorize the award of Contract No. C31140 in the amount of $136,822.00 to Formost Construction Company for the Satellite Controllers for the Irrigation System at Desert Willow; 2. Authorize the Finance Director to set aside the amount of $13,682.20 as 10 percent contingency (use of contingency requires additional action); 3. Ratify the agreement with the Irrigation Consultant, Fairway Irrigation Design, in the amount not to exceed $11,300.00 for the engineering design and construction administration associated with this project; 4. Determine the existing golf course irrigation system is manufactured by Rain Bird Corporation and as such, Rain Bird irrigation components must be sole sourced to be compatible with the existing system; 5. Determine the existing surge arrestors are manufactured by Intermatic, Inc. and as such, Intermatic surge arrestors must be sole sourced to be compatible with the existing system; and Staff Report Award of Contract No Page 2of3 October 13, 2011 C31140 to Formost Construction Co. — DW Irrigation Controllers 6. Declare existing irrigation controllers on the Firecliff Course as surplus and authorize staff to dispose of them. The budget for this project was approved as part of the fiscal year ending (FYE) 2012 Desert Willow Budget. Funds are available in Account No. 441-4195-495-8092. Background $169,500.00 has been budgeted for replacement of the satellite controllers for the irrigation system at Desert Willow Golf Resort for FYE 2012. The scope of work for this project consists of removing 60 existing golf course irrigation satellite controllers on the Firecliff Golf Course at the Desert Willow Golf Resort and consolidating them into 48 new satellite controllers. The replacement of the controllers is necessary because the manufacturer no longer makes replacement parts for the existing irrigation controllers. Irrigation Consultant: On August 17, 2011, the City Manager executed an agreement with Fairway Irrigation Design (FID) for preparation of bid documents, evaluation of contractor qualifications, and construction administration for the irrigation controller project. Fairway Irrigation Design is not on the pre -qualified consultants list; however, FID is very familiar with Desert Willow and the irrigation system and has successfully completed several engineering design projects for the City at Desert Willow. Staff recommends that the City Council ratify the agreement with FID in the amount not to exceed $11,300.00. Sole Source: The City, with the assistance of the Irrigation Consultant, Fairway Irrigation Design, has made findings in accordance with Public Contract Code Section 3400 requiring the use of equipment and materials manufactured by Rain Bird Corporation and lntermatic, Inc. The existing irrigation system on the Firecliff Course is composed of Rain Bird golf course irrigation components and Intermatic surge arrestors. Products from other manufacturers are not compatible with these systems. Staff recommends that the City Council determine these products must be sole sourced. Contractor Selection and Request to Surplus Materials: On September 9 and September 14, 2011, the Notice Inviting Bids for the irrigation controller project was published in The Desert Sun. On September 27, 2011, sealed bids were opened by the City Clerk. Below is a summary for the bids received. Company Name City Bid Formost Construction Company Murrieta, CA $136,822.00 Earth Sculptures, Inc. Indio, CA $155,145.00 American Golf Construction Canoga Park, CA $175,648.00 G\rda\Heather Buck\Desert Willow\Irrigation Controllers\Stf Rpt\101311 DW Satellite Irrigation Cntrlr Award COntractC31140.dOc Staff Report Award of Contract No. C31140 to Formost Construction Co. — DW Irrigation Controllers Page 3 of 3 October 13, 2011 After review of the bid(s) and the specifications, Formost Construction Company, based in Murrieta, California, was the lowest responsive bidder. Formost Construction Company has demonstrated experience with this type of golf course irrigation project. The Irrigation Consultant has reviewed the contractor's qualifications and recommends approval of this contract. Staff recommends approval of a contract with Formost Construction Company in the amount of $136,822.00 to replace the existing irrigation controllers on the Firecliff Course at the Desert Willow Golf Resort. Staff also requests authorization to dispose of the existing irrigation controllers as they may be salvageable for parts and potentially sold for use at other golf course facilities. Fiscal Analysis No appropriation is required; funding is available in the current Desert Willow 2011/2012 budget. Submitted By: Hearther Buck, Project Coordinator artin Alvarez, Redevelopment Manager Department Head: / )/�- za/� aul S. Gibson, Director of Finance CITY COUNCIL A7ION APPROVED DEWD RECEIVED OTHER MEETING D T _ �I AYES- T R74 % NOES: ABSENT: ABSTAIN: VERIFIED BY: r Original on File with Cib-Jerk's Office GArda\Heather Buck\Desert Willow\Irrigation Controllers\Stf Rpt\101311 DW Satellite Irrigation Cntdr Award ContractC31140.doc Contract No. C31140 SECTION 00500 AGREEMENT THIS AGREEMENT is made and entered into this 13th day of October, 2011, by and between City of Palm Desert, California; hereafter called -"OWNER," and Formost Construction Company hereinafter called "CONTRACTOR." WITNESSETH RECITALS: CONTRACTOR has submitted to OWNER its CONTRACTOR's Proposal for the construction of OWNER's Project, 1. Satellite Controllers for Irrigation System at Desert Willow, CONTRACT NO. C- 31140 in strict accordance with the Contract Documents identified below and OWNER has accepted said Proposal, inclusive of the base bid plus the following additive and/or deductive alternates: None 2. CONTRACTOR states that it has re-examined its CONTRACTOR's Proposal and found it to be correct, has ascertained that its subcontractors are properly licensed and possess the requisite skill and forces, has examined the site and Contract in accordance with the Contract Documents for the money set forth in its Proposal to be paid as provided in the Contract Documents. AGREEMENT: IT IS AGREED BY THE PARTIES AS FOLLOWS: Contract Documents: The entire contract consists of the following: (a) The Notice Inviting Sealed Bids [Section 00200]; (b) The Instructions to Bidders [Section 00300]; (c) Bid [Section 00400]; (d) Bid Schedule [Section 00410]; (e) The Bid Guaranty Bond [Section 00420]; (1) Designation of Subcontractors [Section 00430]; (g) Schedule of Manufacturers and Suppliers, Major Equipment, and Material Items [Section 004401; (h) Non -Collusion Affidavit [Section 00450], Certification of Bidder and Qualifications [Section 00470]; (i) The Agreement [Section 00500]; Q) Liability and Insurance Requirements [Section 00600]; (k) Special Insurance Endorsement [Section 00610]; (1) The Faithful Performance Bond [Section 00620]; (m) The Payment Bond [Section 00640]; (n) The Supplementary Conditions; (o) the General Conditions; (p) Modifications to General Conditions [Section 00810]; (q) The Plans; (r) Addenda Nos. 1 ; (s) Any Change Orders issued; (t) Any additional or supplemental specifications, notices, instructions and drawings issued in accordance with the provisions of the Contract Documents. All of said Documents presently in existence are by this reference incorporated herein as if here set forth in full and upon the proper issuance of their documents they shall likewise be deemed incorporated. City of Palm Desert Faithful Performance Bond Satellite Controllers for Irrigation System at DW 1 Section 00620 Contract No. C31140 2. CONTRACTOR shall provide project submittals and the materials list within ten (10) consecutive calendar days from the date specified in the Notice to Proceed, shall provide the Owner with proof that the equipment order has been placed within (10) days of receipt of approved submittals and will do all things necessary to construct the work generally described in Recital No. 1 in accordance with the Contract Documents. The Contractor will complete said work within fourteen (14) consecutive calendar days from the date all equipment necessary for installation is received by the contractor to the satisfaction of the Owner's Representative. 3. That the CONTRACTOR agrees to indemnify, defend, and hold harmless the OWNER, and its officers, and employees, the IRRIGATION CONSULTANT, Owner's Representative from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, material men, laborers, and any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of this Agreement. 4. Attention is directed to Section 00700-6.5, "Liquidated Damages" of the General Conditions. Liquidated damages shall be $1,000.00 dollars per calendar day of delay. 5. Should any litigation or arbitration be commenced between the parties concerning the works of improvements as referenced herein, the prevailing party in any such litigation, being the OWNER or the CONTRACTOR, should be entitled to a reasonable sum for attorney's fees and costs incurred in any such litigation relating to this Contract. 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 7. CONTRACTOR shall be paid in the manner set forth in the Contract Documents the amount of its proposal as accepted by OWNER, subject to such additions and deductions as may be made pursuant to the Contact Documents and applicable law. 8. Execution of the Agreement by the parties constitutes their agreement to abide by all applicable provisions of the California Labor Code; constitutes CONTRACTOR's certification that he is aware of the provisions of said Code and will comply with them; and further constitutes CONTRACTOR's certification as follows: "I am aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for worker's compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this contract." City of Palm Desert Satellite Controllers for Irrigation System at DW Faithful Performance Bond Section 00620 Contract No. C31140 IN WITNESS WHEREOF the parties hereto have executed or caused to be executed by their duly authorized officials, this Agreement which shall be deemed an original on the date first above written. CITY OF PALM DESERT BY: Mayor Attest: Rachelle Klassen, City Clerk Approved as to Form: "CONTRACTOR" (signature to be notarized) Title Attest: Title City Attorney ***END OF SECTION*** City of Palm Desert Satellite Controllers for Irrigation System at DW Faithful Performance Bond Section 00620 Contract No. C31140 SECTION 00620 FAITHFUL PERFORMANCE BOND KNOW ALL PERSONS BY THESE PRESENTS, THAT, WHEREAS, the City of Palm Desert, hereinafter designated the "Owner," has, on October 13th, 2011, awarded to Formost Construction Company, hereinafter designated as the "Principal," a Contract for the construction of Satellite Controllers for Irrigation System at Desert Willow, and WHEREAS, said Principal is required under the terms of said Contract to furnish a bond for the faithful performance of said Contract: NOW, THEREFORE, WE, the Principal, and , as Surety, are held and firmly bound unto the Owner the penal sum of one hundred thirty-six thousand eight hundred twenty-two dollars ($136,822.00), plus reasonable attorney fees and costs, lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that if the above bounden Principal, it or its heirs, executors, administrators, successors, or assigns, shall in all things stand to and abide by, and well and truly keep and faithfully perform the covenants, conditions, and agreements in the said contract and any alterations made as therein provided, on it or their part to be kept and performed, at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless, the Owner, its officers and agents as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and virtue. It is acknowledged that the Contract provides for a one-year warranty period, during which time this bond remains in full force and effect. And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the Contract or to the work to be performed thereunder or the specifications accompanying the same shall, in any way, affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration, or addition to the terms of the Contract or to the work or to the specifications. Said Surety hereby waives the provisions of Sections 2819 and 2845 of the Civil Code of the State of California. IN WITNESS WHEREOF, the above bounden parties have executed this instrument under their seals this day of , 201_, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body. City of Palm Desert Faithful Performance Bond Satellite Controllers for Irrigation System at DW 4 Section 00620 Contract No. C31140 Principal (Seal) Signature of Principal Title of Signatory Surety (Seal) Signature for Surety Title of Signatory ***END OF SECTION*** City of Palm Desert Faithful Performance Bond Satellite Controllers for Irrigation System at DW 5 Section 00620 Contract No. C31140 SECTION 00630 PAYMENT BOND KNOW ALL PERSONS BY THESE PRESENTS, THAT, WHEREAS, the City of Palm Desert, hereinafter designated as the "Owner," has, on October 13th, 2011, awarded to Formost Construction Company, hereinafter designated as the "Principal," a Contract for the construction of Satellite Controllers for Irrigation System at Desert Willow, and WHEREAS, said Principal is required to furnish a bond in connection and with said Contract, providing that if said Principal, or any of it or its subcontractors shall fail to pay for any materials, provisions, or other supplies used in, upon, for, or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, the Surety of this bond will pay the same to the extent hereinafter set forth: NOW, THEREFORE, we, the Principal, and , as Surety, are held and firmly bound unto the Owner the penal sum of one hundred thirty-six thousand eight hundred twenty-two Dollars ($136,822.00) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that if said Principal, it or its heirs, executors, administrators, successors, or assigns, shall fail to pay for any materials, provisions, or other supplies used in, upon, for, or about the performance of the work contracted to be done, or for any work or labor thereon of any kind or for amount due under the Unemployment Insurance Act with respect to such work or labor, or for any amounts due, or to be withheld pursuant to Sections 18806 of the Revenue and Taxation Code of the State of California with respect to such work or labor, then said surety will pay the same in or to an amount not exceeding the amount hereinabove set forth, and also will pay in case suit is brought upon this bond, such reasonable attorney's fees to the Owner as shall be fixed by the court. This bond shall insure to the benefit of any and all persons, companies, and corporations named in Section 3181 of the Civil Code of the State of California so as to give a right of action to them or their assigns in any suit brought upon this bond. And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration, or addition of the terms of the Contract or to the work to be performed thereunder or the specifications accompanying the same shall, in any way, affect its obligations of this bond, and it does hereby waive notice of any change, extension of time, alteration, or addition to the terms of the contract or to the work or to the specifications. Said Surety hereby waives the provisions of Sections 2819 and 2845 of the Civil Code of the State of California. City of Palm Desert Faithful Performance Bond Satellite Controllers for Irrigation System at DW 6 Section 00620 Contract No. C31140 IN WITNESS WHEREOF, the above bounded parties have executed this instrument under their seals this day of , 20 , the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body. (Seal) (Seal) Principal Signature of Principal Surety Signature for Surety ***END OF SECTION' City of Palm Desert Satellite Controllers for Irrigation System at DW Faithful Performance Bond Section 00620 CourseGoif . Proposal' PROJECT: Desert Willow Resort Palni Desert, California SCOPE OF WORK: Satellite Replacement Analysis & Plans Specifications Project Monitoring Record Drawing Update Proposal Date: August 15, 2011 Fairway Irrigation Design 77-605 Delaware Place • Palm Desert, Callfomia 92211 (760) 861-0252 www.FairwayDesign.com Desert Willow Resort Scone of Work Phase 1- Satellite Project Analysis Evaluate and analyze the proposed project on the Fire -Cliff course to replace existing satellite controllers with new controllers utilizing a higher station count and decreasing the total number of satellites in the field. Evaluate each satellite control zone on the course and determining areas where 24 stations satellites can be combined together into a 48 station controller. Analyze if stations with two sprinkler heads can be split up in the new satellite configuration. When station changes dictate changing the satellite sequence develop a plan detailing the changes (or final sequencing) of the satellite stations with new satellites. Provide a pre -qualification specification to the city. Phase 2- Specifications Provide a written set of specifications relating to the installation of new satellites on the existing concrete pedestals. Identify any concrete pedestals to be replaced. Provide detail installation drawings if appropriate. Detail products to be used in the installation of the satellites. Phase 3- Project Monitoring Attend a pre -construction meeting with the selected contractor before installation begins to review the project and specifications. Make a monitoring field inspection of the contractor installation during the project. Perform a final inspection of the contractor installation at the completion of the project, Phase 4- Record Drawing Update Update all changes in the project scope to the master record drawing files for the course and create new PDF files with the appropriate changes to the system. Phase 6- Nimbus II Database & Map Update Make changes in the database to reflect new satellites and the station changes in the filed. Utilizing updated information from the record drawing, create a new update Nimbus II map in the irrigation system control software. Fairway Irrigation Design Proposal Page 2 Desert Willow Resort Fee Schedules # 1 — Project Analysis, Pre qualification & Plans $ 5,000.00 # 2 — Specifications $ 1,500.00 # 3 — Field Monitoring $ 1,600.00 # 4 — Record Drawing Update $ 1,600.00 # S — Nimbus II Database and Map Update $ 1,800.00 Services Total $ 11,300.00 pla"e of Proposal Print Name: J#t) la4e't Iy Lily /fA- 1�ik i LC �ie Date. 17, Zoo any: el 7 zo- Cfff M L�f — If you wish to accept and execute this document please copy or print the complete document, sign both copies and return a copy to our firm. The fee schedules in this proposal shall remain in effect for a period of 60 days from the date appearing on the cover of this document. If the proposal is not executed in that time period, Fairway irrigation De- sign reserves the right to review this proposal and at our discretion allow the proposal to remain in effect or submit a new proposal for review. Fairway Irrigation Design Proposal Page 8