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Home My WebLink AboutR29420A - Const of the DWGR Lkvw Terrace XpnsnPALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: AUTHORIZE THE AWARD OF CONTRACT NO. R29420A TO THE LOWEST RESPONSIVE BIDDER FOR THE LAKEVIEW TERRACE EXPANSION PROJECT AT DESERT WILLOW GOLF RESORT SUBMITTED BY: Martin Alvarez, Redevelopment Manager CONTRACTOR: TBA DATE: June 24, 2010 CONTENTS: Contract No. R29420A Site Plan and Elevations Recommendation By Minute Motion: Authorize the Chairman to award Contract No. R29420A to the lowest responsive bidder in the amount not -to -exceed $ for the Lakeview Terrace expansion at Desert Willow Golf Resort (verbal recommendation to be provided); and 2. Authorize the Finance Director to set aside the amount of $ (verbal recommendation to be provided) as 10 percent contingency (use of contingency requires additional action). Funds have been included in the proposed 2010/2011 Financial Plan in Project Area No. 2, Account No. 851-4663-454-4001. Executive Summary On December 10, 2009, the Agency Board authorized the design of the Lakeview Terrace expansion project. The design includes the expansion of the existing terrace deck to accommodate 100 new dining seats, an outdoor bar, new canopy, fire pit, fireplace, additional banquet seating space, and two minor interior expansions to the Ballroom and Private Dining Room. On May 27, 2010, Agency staff published a notice requesting sealed bids. The bids are scheduled to be opened by the City Clerk on June 22, 2010. After review of the bids and contractor's qualifications, staff will provide the Agency Board a verbal recommendation at the June 24, 2010, meeting. Following consideration of staff's recommendation, approval will authorize the Chairman to award a contract to the lowest responsive bidder for the Lakeview Terrace expansion project at the Desert Willow Golf Resort. Staff Report Aware Contact No. R29420A - Lakeview Terrace Expansion at Desert Willow June 24, 2010 Page 2 of 3 Backaround At the October 15, 2009, Lake View Terrace study session, the Agency Board reviewed the conceptual plans for the proposed Lake View Terrace expansion. On December 10, 2009, the Agency Board awarded a contract to SMS Architects in the amount of $82,300 (plus a reimbursable allowance of $4,100) with a 10 percent contingency ($8,230) for architectural design services for this project. The design scope includes, but is not limited to the following components: Expansion of the existing outdoor terrace seating capacity by 100 guests and banquet capacity by 250; approximately 13,000 square feet. New exterior bar, new steel canopy, service counters, fire pit, outdoor fireplace, and landscaping. Expansion to the ballroom's northwest corner and to the Private Dining Room's north elevation totaling 315 square feet. The project adds flexibility to host multiple events simultaneously while preserving the ability to service residents and guests (see attached site plan and elevations). The project received approval by the Architectural Review Commission on March 9, 2010, and Planning Commission approval on April 6, 2010. On May 27, 2010, staff advertised requesting sealed bids for the Lakeview Terrace expansion project at the Desert Willow Golf Resort. The base bid includes the scope as described above and incorporates several bid additive alternates in the following priority order: Additive Alternates: 1. Seeded aggregate concrete finish at the new lower terrace area. 2. Installation of seven (7), 52" fans at existing and new canopy areas. 3. Addition of a decorative screen wall/ landscaping at west patio stairs to screen service counter. 4. Installation of 20 ceiling mounted heaters at existing and new canopy areas. 5. Extension of misting system along the ballroom's north facing roofline. 6. Sandblasting and repainting of exiting canopy. The additive alternates may be incorporated as part of the base bid, if the lowest responsive bid is below the project budget or if the Board desires to add to the scope. Staff will provide a complete recommendation of the base bid and additive alternates at the June 24, 2010, Agency Board meeting. Sealed Bids On May 27, 2010, Agency staff published a notice in The Desert Sun inviting sealed bids for the Lakeview Terrace expansion project. A pre -bid conference was held at Desert Willow on June 7, 2010. Due to the aggressive design and project schedule, bids are scheduled to be opened on June 22, 2010. A complete summary of the bid results and a verbal recommendation will be provided to the Agency Board on June 24, 2010. G:\rda\Martin A1varez\2010\SR\6-24-10 Award t-VT Expansion.doc Staff Report Aware Contact No. R29420A - Lakeview Terrace Expansion at Desert Willow June 24, 2010 Page 3 of 3 Schedule If staff is authorized to award a contract to the lowest responsive bidder, the project would commence in July 2010 with a 75-day duration period and a completion date by the end of September 2010. From an operation standpoint, work will be completed during the non - peak period (i.e., summer months) minimizing impacts to the golf resort. Recommendation Staff recommends that the Agency Board authorize the Chairman to execute a contract with the lowest responsive bidder for the Lakeview Terrace expansion project, and set aside a 10 percent contingency based on the final contract amount. A written and verbal recommendation will be provided to the Agency Board on June 24, 2010. Fiscal Anahisis The estimated construction cost for the project is $1 million. The preliminary construction cost has been considered, and the estimated return on investment is approximately three to four years. Additional revenues produced as a result of the expansion may augment future General Fund revenues. Funds are available in the Unobligated Project Area 2 Fund; therefore, there is no immediate fiscal impact to the General Fund. Submitted By: s Mart'. Ivarez, RedevelolAnent Manager Paul S. Gibson, Director of Finance Department Head: �L J i McCarthy, ACM f r-F .�4development I ,- A?.ohl 4- ONn Cd BY RDA � ` VERIFIED BYJth, Executive Director Original on file with City C le�rl�'s (�f�ico * B Minute Motion, authorize: 1)� The Chairman to awar su ect contract in an amount not to exceed $1,089,000 (base bid and additive alternates 1-2, 4-7) to GHA Holdings, Cathedral City, California, for the Lakeview Terrace Expansion Project at Desert Willow Golf Resort; 2) Director of Finance to set aside the amount of $108,900 as 10Z contingency for the project (use of contingency requires additional action) - funds have been included in the proposed 2010-2011 Financial Plan in Project Area No. 2, Account No. 851-4663-454-4001. 5-0, WrdaWartin Alvarez\2010\SR\6-24-10 Award LVT Expansion.doc Contract No. R29420A SECTION 00500 AGREEMENT THIS AGREEMENT is made and entered into this day of , 2010, 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's Project, 1. Desert Willow Lakeview Terrace Project, Contract No. R29420A in strict accordance with the Contract Documents identified below and OWNER has accepted said Proposal, inclusive of the base bid plus the following alternates: 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]; (t) Designation of Subcontractors [Section 00430]; (g) Schedule of Manufacturers and Suppliers, Major Equipment, and Material Items [Section 00440]; (h) Non -Collusion Affidavit [Section 00450], Certification of Bidder and Qualifications [Section 00470]; (i) The Agreement [Section 00500]; U) 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; (o) Modifications to General Conditions [Section 00810]; (p) The Plans; (q) Addenda Nos. (r) The Determination of Prevailing Wage Rates for Public Work; (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. 2. CONTRACTOR shall commence the work within five (5) calendar days after the date of the Notice to Proceed and will do all things necessary to construct the work generally Contract No. R29420A described in Recital No. 1 in accordance with the Contract Documents and will complete said work within seventv-five (75) consecutive calendar days from the Notice to Proceed date 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 ARCHITECT, 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 $2,000 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." Contract No. R29420A 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. PALM DESERT REDEVELOPMENT AGENCY "CONTRACTOR" (Signature to be notarized) By: Chairman Attest: Agency Secretary Approved as to Form: City Attorney M Attest: ***END THIS SECTION*** Title Title OHM VO `183530 Wldd w m 'd0 MOTIM 183530 5668E {4B CD _ ci NOISNddX3 30V8831 M31A3NVl FtlflQmN zald0S3d MS M0111M IdISK � . a 0 N Cf N cr Z H U a F- z 0 c3 J r BCD V/ NJ LL J O C.3 O J J 3 H NJ y LJJ 0 Lw 83 a 09M VO '1H3830 WIVd `$ w 'd0 MOIIIM 1d3630 9668E ,$ x� U o a E NOISNVdX3 30Vad31 M31ADVI �•—•`� Fit]ff,p"= i INOS38 3100 MOTIM 1N3S3a q awN=a d . r ! Ns 0 @Q > S $ � Q a e�"€r 4$2�fi5BS�8$$�A R 52 goo „�Ws Go$u5� �c[3 g o�Ye a zo 6 ta Hi 0 0 =UUgm N e R 0RM VO 'id3S30 Wldd '80 MOTIM 183S30 5669E w da o2 fiii{kl!.�!,9 I g Q NOISddX3 30V883i M31A3AVl idosid J100 MO111M ld3oo+¢r W ❑ T cm Z O w w w 0 co V' Q W LU w ` Ir Z O w w cr In PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM To: Agency Board From: Martin Alvarez, Redevelopment Manager �. Date: June 24, 2010 Subject: Desert Willow Lakeview Terrace Expansion: Bid Opening Recommendation for June 24, 2010, Agency Board Meeting Staff recommends the following action: By Minute Motion: 1. Authorize the Chairman to award Contract No. R29420A in the amount not -to -exceed $1,089,000 (base bid and additive alternates 1-2, 4-7) to GHA Holdings for the Lakeview Terrace expansion at Desert Willow Golf Resort; and 2. Authorize the Finance Director to set aside the amount of $108,900 as 10 percent contingency (use of contingency requires additional action). Funds have been included in the proposed 2010/2011 Financial Plan in Project Area No. 2, Account No. 851-4663-454-4001. Bid Results On June 23, 2010, the City Clerk publicly opened and read seven sealed bids. Below is a summary of the bids received: COMPANY NAME GHA Companies — Cathedral City, CA Additive Alternates (1-7) Davis Reed — San Diego, CA Additive Alternates (1-7) BID AMOUNT $999,390.00 $122,766.00 Total $1,122,156.00 $1,223,000.00 $77,500.00 Total j $1,300,500.00 G-\rda\MarBn Alvarez\2010\Memo-Desert Willow LVF Bid Update 5-24-10.doc Desert Willow Lakeview Terrace Bid Opening Results June 24, 2010 Page 2 of 3 Orr Builders — Bermuda Dunes, CA Additive Alternates (1-7) RSM2 — La Mesa, CA Additive Alternates (1-7) JM Builders, Inc. — Redlands, CA Additive Alternates (1-7) Doug Wall — Bermuda Dunes, CA Additive Alternates (1-7) AVI-CON, Inc. — Riverside, CA Additive Alternates (1-7) Base Bid/Additive Alternates $1,212,700.00 $134,500.00 Total $1,347,200.00 $1,397,157.00 $122,755.00 Total $1,519,912.00 $1,594,000.00 $125,000.00 Total $1,719,000.00 $1,552,611.00 $204,500.00 Total $1,757,111.00 $1,633,000.00 $198,000 Total $1,831,00.000 The projects base bid includes the full scope of the project including the expansion of the terrace deck, new canopy, outdoor bar, fire pit, and fireplace. As part of the bid, staff requested additive alternate bid pricing for several items that would enhance the project if budget allowed. The additive alternates included: 1. Sandblasting and repainting of exiting canopy ($19,841). 2. Addition of a decorative screen wall/landscaping at west patio stairs to screen service counter ($12,548). 3. Extension of misting system along the ballroom's north facing roofline ($33,156). 4. Seeded aggregate concrete finish at the new lower terrace area ($6,641). 5. N/A 6. Installation of 20 column mounted heaters at existing/new canopy areas ($43,880). 7. Installation of seven (7), 52" fans at existing and new canopy areas ($6,700). The lowest bid price of $999,390.00 is within staffs anticipated construction estimate of $1 million. Staff is recommending approval of additive alternates 1-2, 4, and 6-7. The total bid price including the recommended additive alternates is $1,089,020,00. Including these items under this contract will enhance the projects aesthetics, provide additional amenities, and minimize disruptions to business operations if these amenities are added at a later date. G 1rdalMartin Alvarez120101Memo-Desert Willow LVT Bid Update 5-24-10.doc Desert Willow Lakeview Terrace Bid Opening Results June 24, 2010 Page 3of3 Contractor Qualifications As part of the bid package, the Agency requested that bidders provide a listing of a minimum of three projects with similar scope within the last 5 years. Agency staff and our construction manager have reviewed the qualifications submitted by the lowest responsive bidder. Staff has determined that the apparent low bidder, GHA Holdings meets the criteria set forth in the bidding process. GHA Holdings has completed projects of similar scope. Staff recommends approval of a contract with GHA Holdings in the amount not -to -exceed $1,089,000 (including base bid and additive alternates 1-2, 4, 6-7). cc: Rachelle D. Klassen, Secretary John M. Wohlmuth, Executive Director Justin McCarthy, ACM for Redevelopment G \rda\Martin Alvarez\2010\Mama-Desert Willow LVT Bid Update 5-24-10.doc