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HomeMy WebLinkAboutR29300 - DW Entry Landscaping PrjctPALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: AUTHORIZE AWARD OF CONTRACT NO. R29300 TO THE LOWEST RESPONSIBLE BIDDER FOR THE DESERT WILLOW ENTRY LANDSCAPING PROJECT SUBMITTED BY: Heather Buck, Project Coordinator CONTRACTOR: TBD DATE: November 12, 2009 CONTENTS: Contract No. R23900 Site Plan Before and After Photos of Raised Traffic Island Recommendation By Minute Motion: 1. Authorize the Chairman to execute Contract No. R29300 in an amount not -to -exceed $30,000 to the lowest responsible bidder for the entry landscaping project at Desert Willow, subject to bid results of November 10, 2009; 2. Authorize the Finance Director to set aside the amount of $3,000 as 10% contingency (use of contingency requires additional action); and 3. Appropriate $33,000 from Unobligated Project Area 2 Funds, Desert Willow Parking Lot Improvements to Account No. 851-4663-454-4015. Executive Summary Approval of this item will authorize the Chairman to execute Contract R29300 to the lowest responsible bidder in an amount not -to -exceed $30,000 for the Desert Willow entry landscaping project. Construction of this project will provide new landscape materials, irrigation, directional signage and lighting for the areas affected by the hardscape improvements to the entry which were performed by City staff. The project is currently out to bid and the bid results will be presented to the Agency Board at the November 12, 2009 meeting. Staff Report Award of Contract No. R29300 - Desert Willow Clubhouse Entry Landscaping Project November 12, 2009 Page 2 of 3 Background On July 9, 2009, the Agency Board authorized staff to proceed with modifications to the existing Desert Willow Golf Resort entry and parking lot. These modifications included realigning curbs at the loading dock, installing an ADA compliant sidewalk from the overflow parking lot to the clubhouse, and constructing a raised island at the valet drop- off area (see attached photos). These improvements have been completed and the area is ready for the landscaping work proposed in the subject agreement. In September 2008, the City of Palm Desert contracted with RGA to provide landscape improvement plans for the Desert Willow entry. The scope of work provides a landscape design for areas near the clubhouse entry, including areas affected by the curb modifications, and areas directly adjacent the building that needed renovation. RGA furnished the bid plans and specifications for the landscape improvements. Staff reviewed these plans with Desert Willow and the Landscape Department, and received approval of the proposed plans from all parties (see attached site plan). On October 28, 2009, and November 4, 2009, the Notice Inviting Bids for the landscape improvements was published in The Desert Sun. A pre -bid conference was held on November 2, 2009. Sealed bids are scheduled to be opened by the City Clerk on Tuesday, November 10, 2009. Due to the modified Agency Board meeting schedule and the upcoming season at Desert Willow, the bid results will be provided in an oral report at the November 12, 2009, Agency Board meeting. The contractors' proposals contain a base bid price (Phase 1) which includes landscaping, irrigation, and lighting for those areas directly affected by the curb modifications. Construction shall be completed within two (2) weeks of receipt of the Notice to Proceed. The proposals also include Additive Alternate No. 1 (Phase II) for landscaping, irrigation, and lighting for the area immediately adjacent to the building entry (see attached site plan). The renovations adjacent to the building are not immediately necessary; therefore, staff recommends that this be constructed at a later date to reduce the immediate cost of the project. Staff recommends award of Contract R29300 for the base bid price only, in an amount not -to -exceed $30,000. The remainder of the construction, Additive Alternate No. 1 will be rebid with award and construction to occur during the summer of 2010 or as directed by the Agency Board. Staff recommends authorizing the Chairman to execute a contract with the lowest responsive bidder in the amount not -to -exceed $30,000 for the Desert Willow entry landscaping improvements. G:\rda\Heather Beck\Desert Willow\Clubhouse Entry\Staff Report\1 1 1209DWClubhouseEntryLscapeAwardContract.doc Staff Report Award of Contract No. R29300 - Desert Willow Clubhouse Entry Landscaping Project November 12, 2009 Page 3 of 3 Fiscal Analysis Funds not -to -exceed $33,000 are available in Unobligated Project Area 2 Funds. Submitted by: Bather Buck, Project Coordinator—,,MartinAlvarez, Redevelopment Mgr. Department Head: usti�4. �#4e cca CM edevelopment Paul S. Gibson, Finance Director Approval: Joh VWohlmuth, City Manager sv RDA 5� O ON VERIFIED BY kOK llY)q m . u Original on file with vi,,! Cier-G,,s Offi^e GArda\Heather Beck\Desert Willow\Clubhouse Entry\Staff Report\111209DWClubhouseEntryLscapeAwardContract.doc Contract No. R29300 Agreement THIS AGREEMENT is made and entered into this day of , 20 , by and between Palm Desert Redevelopment Agency, California, hereafter called "Owner" and hereinafter called "Contractor". WITNESSETH RECITALS: Contractor has submitted to Owner its Contractor's Proposal for the construction of Owner Project, 1. DESERT WILLOW CLUBHOUSE ENTRY, CONTRACT NO. R29300, in strict accordance with the Contract Documents identified below, Owner has accepted said Proposal. 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 Agreement; (b) The Notice Inviting Bids; (c) The Instruction to Bidders; (d) The Contractor's Proposal; (e) The Bidder's Bond; (f) The Performance Bond; (g) The Payment Bond; (h) The General Specifications; (i) The Special Provisions; 0) The Standard Specifications as modified in other portions of the Contract Documents; (k) The Plans; (1) Addenda Nos. ; (m) The Determination of Prevailing Wage Rates for Public Work; (n) Any Change Orders issued; (o) 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. 2. Contractor shall commence the work within ten (10) calendar days after the date of the Notice to Proceed and will do all things necessary to construct the work generally described in Recital No. 1, in accordance with the Contract Documents and will complete said work within fourteen (14) calendar days from the Notice to Proceed date to the satisfaction of the Owner's Representative. Page G-1 Contract No. R29300 3. Contractor agrees to indemnify, defend and save Owner and its officers, agents and employees, and the Owner's Representative harmless from: a. Any and all liability, claims, damages, losses or injuries to any person or other entity, including injury to Contractor's employees, and all claims which arise from or are connected with the negligent performance of or failure to perform the work or other obligations of this Agreement, or which are caused or which are claimed to be caused by the negligent or intentional acts or omissions of Contractor, its subcontractors, its agents or employees, and, all expenses of investigating and defending against same, b. Any and all liability, claims, damages, losses or injuries to any and all contractors, subcontractors, material -men, laborers, or any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of the Agreement. c. Attention is directed to the General Specifications - Claims, Liability, and Indemnity Agreement/Hold Harmless sections, which specifications are made part of this Agreement as set forth in Agreement paragraph 1, above. d. Attention is directed to Section 6-9, "Liquidated Damages" of the Standard Specifications and is hereby amended to substitute the "Palm Desert Redevelopment Agency" in place of "Agency." Liquidated damages shall be five hundred dollars ($500.00) per calendar day of delay. 4. 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 incurred in any such litigation relating to this Contract. 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. 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. Satisfactory Performance The prime Contractor agrees to pay each Subcontractor under this prime contract for satisfactory performance of its contract no later than ten (10) days from the receipt of each payment the prime Contractor receives from Palm Desert Redevelopment Agency. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Palm Desert Redevelopment Agency. Page G-2 Contract No. R29300 Release of Retention The prime Contractor agrees further to release retention payments to each Subcontractor within thirty (30) days after the Subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Palm Desert Redevelopment Agency. 7. 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." 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. [Remainder of this page has intentionally been left blank. Signature blocks are contained on the next page] Page G-3 Contract No. R29300 CONTRACTOR: BY: ATTEST BY: Signature to be notarized TITLE: TITLE: PALM DESERT REDEVELOPMENT AGENCY OWNER: ATTEST BY: TITLE: Chairman TITLE: Secretary APPROVED AS TO FORM: DAVID J. ERWIN CITY ATTORNEY Page G-4 Contract No. R29300 Performance Bond KNOW ALL MEN BY THESE PRESENTS: That whereas the Palm Desert Redevelopment Agency has awarded to hereinafter designated as the "Principal", a contract for: DESERT WILLOW CLUBHOUSE ENTRY CONTRACT NO. R29300 WHEREAS, said Principal is required under the terms of said contract to furnish a good and sufficient bond for the performance of said contract: NOW THEREFORE, WE, the Principal, and as Surety, are held and firmly bound unto the Palm Desert Redevelopment Agency hereinafter called the Owner, in the penal sum of Dollars ($ ), being 100% of the contract amount in lawful money of the United States of America for the payment of which sum well and truly to be made, we hereby 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 bounded Principal, his executors, heirs, administrators, and successors, or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants and agreements in the said contract and any alterations thereof made as therein provided, on his 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. And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in any wise affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alterations or additions to the terms of the contract or to the work or the specifications. Should it become necessary for the Owner to institute a lawsuit or any other legal proceeding to enforce the terms and conditions of this bond, then all costs of said proceeding, including attorneys' fees, shall be awarded to the prevailing party. Page H-1 Contract No. R29300 IN WITNESS WHEREOF, identical counterparts of this instrument, each of which shall for all purposes be deemed an original thereof, have been duly executed by the Principal and Surety above named, on this day of , 20 SURETY M. INSURANCE COMPANY and/or AGENT ADDRESS TELEPHONE NUMBER PRINCIPAL M Page H-2 Contract No. R29300 Payment Bond KNOW ALL MEN BY THESE PRESENTS: THAT WHEREAS, the Palm Desert Redevelopment Agency (sometimes referred to hereinafter as "Obligee") has awarded to (hereinafter designated as the "Contractor"), an agreement dated described as follows: DESERT WILLOW CLUBHOUSE ENTRY, CONTRACT NO. R29300, (hereinafter referred to as the "Contract"); and WHEREAS, said Contractor is required to furnish a bond in connection with said Contract, and pursuant to Section 3247 of the California Civil Code; NOW, THEREFORE, we, , the undersigned Contractor, as Principal, and a corporation organized and existing under the laws of the State of , and duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bound unto the Palm Desert Redevelopment Agency and to any and all persons, companies or corporations entitled to file stop notices under Section 3181 of the California Civil Code, in the sum of Dollars ($ ), said sum being not less than one hundred percent (100%) of the total amount payable by the said Obligee under the terms of the said Contract, for which payment well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that, if said Contractor, his or its heirs, executors, administrators, successors or assigns, or Subcontractors, shall fail to pay for any materials, provisions or other supplies, implements, machinery or power used in, upon, for or about the performance of the Public Work contracted to be done, or to pay any person for any work or labor of any kind, or for bestowing skills or other necessary services thereon, or for amounts due under the Unemployment Insurance Code tvith respect to such work or labor, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of said Contractor and his or its Subcontractors pursuant to Section 13020 of the Unemployment Insurance Code with respect to such work and labor as required by the provisions of Section 3247 through 3252 of the Civil Code, or for any amounts required to be deducted, withheld, and paid over to the Franchise Tax Board or Internal Revenue Service from the wages of employees of the Contractor or his or its Subcontractors, the Surety or Sureties hereon will pay for the same in an amount not exceeding the sum specified in this bond, otherwise the above obligation shall be void. In addition to the provisions herein above, it is agreed that this bond will inure to the benefit of any and all persons, companies and corporations entitled to serve stop notices under Section 3181 of the Civil Code, so as to give a right of action to them or their assigns in any suit brought upon this bond. Page 1-3 Contract No. R29300 The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the said 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 Specifications. No final settlement between the Obligee and the Contractor hereunder shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied. Contractor and Surety agree that if the Obligee is required to engage the services of an attorney in connection with the enforcement of the bond, each shall pay Obligee's reasonable attorney's fees incurred, with or without suit, in addition to the above sum. IN WITNESS WHEREOF, we have hereunto set our hands and seals this day of , 20 PRINCIPAL/Contractor: SURETY: (Typed Name of Contractor) (Typed Name of Surety) By: By: (Signature) (Typed Name and Title) The rate of premium on this bond is $ The total amount of premium charged: $ (the above must be filled in by corporate surety). (Signature of Attorney -in -Fact) (Typed Name of Attorney -in -Fact) per thousand. IMPORTANT: Surety companies executing bonds must possess a certificate of authority from the California Insurance Commissioner authorizing them to write surety insurance defined in Section 105 of the California Insurance Code, and if the work or project is financed, in whole or in part, with federal, grant or loan funds, it must also appear on the Treasury Department's most current list (Circular 570 as amended). THIS IS A REQUIRED FORM. Any claims under this bond may be addressed to: (Name, Address and Telephone No. of Surety) (Name, Address and Telephone No. of agent or representative for service of process in California if different from above) Page 1-4 Ak le, 4 -M7-- � s.