City of La Palma Agenda Item No. 5

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1 City of La Palma Agenda Item No. 5 MEETING DATE: September 3, 2013 TO: FROM: SUBMITTED BY: CITY COUNCIL CITY MANAGER Michael Belknap, Community Services Director AGENDA TITLE: Award of Contract to PTM General Engineering Services, Inc. for the Walker Junior High School Pedestrian Safety Improvements Along Walker Street from Crescent Avenue to La Palma Avenue and Crescent Avenue from Moody Street to Walker Street, City Project No. ST-316 PURPOSE: To authorize an Award of Contract in the amount of $108,888 to PTM General Engineering Services, Inc. for the Walker Junior High School Pedestrian Safety Improvement projects and to amend the Capital Outlay Reserve (COR) Fiscal Year adopted budget accordingly. BACKGROUND: On July 5, 2011, City Council approved the application submittal to the State of California Department of Transportation (Caltrans) for funding under the Federal Safe Routes to School (SRTS) Grant Program to enhance safety in school zones citywide. On October 17, 2011, Caltrans approved 100% reimbursement of project funds in the amount of $174,000 for the installation of radar speed feedback signs along Walker Street and Crescent Avenue in the area around John F. Kennedy High School and Walker Junior High School (Attachment 1). SUMMARY: On June 19, 2013, the City advertised and solicited bids for the Walker Junior High School Pedestrian Safety Improvements along Walker Street from Crescent Avenue to La Palma Avenue and Crescent Avenue from Moody Street to Walker Street, City Project No. ST-316 On July 11, 2013, seven (7) bids were received and opened, as follows: Agenda Item 5 Page 1

2 BIDDING CONTRACTOR BASE BID 1. PTM General Engineering Services Riverside $108, Dynalectric Los Alamitos $109, Siemens Industry, Inc. Anaheim $109, Pelagic Engineering Oxnard $112, Unique Performance Construction, Inc. Anaheim $113, California Professional Engineering La Puente $116, Select Electric, Inc. Poway $116,286 The low bid of $108,888, submitted by PTM General Engineering Services, Inc. of Riverside, California, is 10.7% below the engineer s estimate of $122,000, and is satisfactory. The project consists of furnishing all materials, equipment, tools, labor, and incidentals needed to complete the project and doing all work necessary as indicated by the plans, specifications, and contract documents, including but not limited to, installation of new vehicle speed radar feedback signs on new 16-foot high poles with caisson footings within the existing sidewalk area adjacent to the streets along Walker Street and Crescent Avenue in the vicinity of Walker Junior High School. Based on the low bid received, the total estimated project cost including contingencies is $138,976 as shown in the table below: Figure 1 DESCRIPTION AMOUNT Construction Cost $108,888 Contingency 10% $ 10,888 Construction Engineering and Inspection $ 19,200 Total Estimated Project Construction Cost $138,976 Approval of the agenda item also authorizes the expenditure of all available contingencies in the project. The contingencies will be available for any necessary change orders associated with unforeseen circumstances; such as additional concrete removal, replacement quantities not identified in the scope of work for the project, or any other miscellaneous repairs necessary to complete the project. Said circumstances are typical for this type of project. The contingency amount is proposed at ten percent (10%) of the construction cost. PTM General Engineering Services, Inc. has not previously performed work within the City. They have performed work for the City of Newport Beach, City of Rosemead, County of Riverside, and the California Department of Transportation (Caltrans). Reference checks with these agencies indicate that their work product is satisfactory. Timing: As this project will be completed when school is in session, staff will work with school staff to inform them of the schedule. Some of the work on Crescent Avenue will be conducted on Saturdays to minimize the impact and the remaining work on Walker Street will not impede students from safely walking to and from school. A project calendar will be developed with the contractor at a later date. Agenda Item 5 Page 2

3 TENTATIVE SCHEDULE: Award contract September 3, 2013 Execute agreement September 13, 2013 Commence construction September 23, 2013 Complete construction November 25, 2013 FISCAL IMPACT: This project had originally been budgeted in FY with an estimated cost of $174,000, and was funded from the Capital Outlay Reserve (COR) fund in anticipation of full reimbursement of costs from the SRTS award. At their May 15, 2012, meeting, the City Council awarded a contract to AKAL Consultants for Engineering Services and appropriated funds for the entire project. As this occurred during the FY budget adoption process, inadvertently the project was not included in the final Capital Improvement Program (CIP) budget. Subsequently, this project was also not included in the adopted FY CIP budget. Therefore, it is necessary to amend the FY COR budget by increasing appropriations by $138,976 (Account ). Since project costs will be reimbursed 100% through the SRTS program, there will be no net effect on the fund balance of the COR fund. In addition, revenue estimates for COR will be increased by $138,976 in anticipation of the reimbursement of project costs (Account ) once the project has been completed. RECOMMENDED ACTION: It is recommended that the City Council take the following actions: a) Approve a Resolution and award contract in the amount of $108,888 to PTM General Engineering Services, Inc. for the Walker Junior High School Pedestrian Safety Improvements along Walker Street from Crescent Avenue to La Palma Avenue and Crescent Avenue from Moody Street to Walker Street. b) Authorize appropriation of funds in the amount of $138,976 in the Capital Outlay Reserve (COR) fund (Account ) APPROVED: Department Director Finance City Manager Agenda Item 5 Page 3

4 Attachments: 1. Caltrans approved project list for Cycle 3 of the Federal Safe Route to School (SRTS) Program 2. Caltrans E Proposed Resolution 4. Proposed Agreement with PTM General Engineering Services, Inc. Agenda Item 5 Page 4

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8 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA PALMA AWARDING A CONTRACT FOR THE WALKER JUNIOR HIGH SCHOOL PEDESTRIAN SAFETY IMPROVEMENTS PROJECT ALONG WALKER STREET FROM CRESCENT AVENUE TO LA PALMA AVENUE AND CRESCENT AVENUE FROM MOODY STREET TO WALKER STREET, CITY PROJECT NO. ST-316, FEDERAL PROJECT NO. SRTSL 5319(014) WHEREAS, the City of La Palma s Capital Outlay Reserve (COR) Fund earmarks funding for the Walker Junior High School Pedestrian Safety Improvements Project along Walker Street from Crescent Avenue to La Palma Avenue and Crescent Avenue from Moody Street to Walker Street (City Project No. ST-316 the Project ); and WHEREAS, the Project consists of furnishing all materials, equipment, tools, labor, and incidentals needed to complete the project and doing all work necessary as indicated by the plans, specifications, and contract documents, including but not limited to, installation of six (6) new vehicle speed radar feedback signs on new 16-foot high poles with caisson footings within the existing sidewalk area adjacent to the streets along Walker Street and Crescent Avenue in the vicinity of Walker Junior High School; and WHEREAS, the City of La Palma has obtained funding for the Project from the State of California Department of Transportation Safe Routes to School (SRTS) Grant Program in the amount of $174,000; and WHEREAS, bids were solicited and seven (7) sealed bids were received for the Project; and WHEREAS, said bids were opened and the lowest responsive and responsible bidder was PTM General Engineering Services, Inc. of Riverside, California; and WHEREAS, the City Council finds it in the public interest that a contract for said services be awarded. NOW, THEREFORE, the City Council of the City of La Palma hereby resolves as follows: SECTION 1. The City Council hereby awards a contract in the amount of $108,888 to PTM General Engineering Services, Inc. for the Project. SECTION 2. The City Council authorizes the Mayor to execute said contract. SECTION 3. The City Council authorizes the expenditure of all available funds in the Project, up to and including $174,000.

9 APPROVED AND ADOPTED by the City Council of the City of La Palma at a regular meeting held on the 3rd day of September Steve Hwangbo Mayor ATTEST: Laurie A. Murray, CMC City Clerk

10 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS. CITY OF LA PALMA ) I, Laurie A. Murray, City Clerk of the City of La Palma, California, DO HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of said City at a regular meeting of said City Council held on the 3rd day of September 2013, and that it was so adopted by called vote as follows: AYES: NOES: ABSENT: Laurie A. Murray, CMC City Clerk

11 AGREEMENT THIS AGREEMENT made and entered into this 3rd day of September 2013, by and between the CITY OF LA PALMA, CALIFORNIA, hereinafter referred to as the "City," and PTM General Engineering Services, Inc., hereinafter referred to as the "Contractor". WITNESSETH: That the parties hereto do mutually agree as follows: ARTICLE I: For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by said City, said Contractor agrees with said City to construct the work under the City's specification entitled Walker Junior High School Pedestrian Safety Improvements Project along Walker Street from Crescent Avenue to La Palma Avenue and Crescent Avenue from Moody Street to Walker Street, City Project No. ST-316, and to perform and complete in a good and workmanlike manner all the work pertaining thereto shown on the drawings and described in the specifications thereof, to furnish at his or her own proper cost and expense all tools, equipment, labor and materials necessary thereof, except such material and equipment as in said specifications are expressly stipulated to be furnished by said City, and to do everything required by this Agreement and the said Specifications and Drawings. ARTICLE II: For furnishing all said materials and labor, furnishing and removing all plant, temporary works or structures, tools and equipment and doing all the work contemplated and embraced in this Agreement, also for all loss and damage arising out of the nature of the work aforesaid, or from the action of the elements, or from any unforeseen difficulties which may arise from or be encountered in the prosecution of the work until its acceptance by said City, and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension of discontinuance of work, except such as in the said specifications are expressly stipulated to be borne by said City, and for well and faithfully completing the work the whole thereof, in the manner shown and described in the said Specifications and Drawings and in accordance with the requirements of the City Engineer, said City will pay and said Contractor shall receive in full compensation thereof the prices named in the Bidding Sheets of the Proposal hereto attached. ARTICLE III: No work, services, material or equipment shall be performed or furnished under this Agreement unless and until a Notice to Proceed has been given to the Contractor by the City, and all bonds and certificates of insurance have been furnished to, and approved by, the City. ARTICLE IV: All work to be done under this contract shall be completed within the time period set forth in the Notice Inviting Sealed Bids, beginning on the date stipulated in the written Notice to Proceed issued by the City Engineer. ARTICLE V: The City hereby promises and agrees with said Contractor to employ and does hereby employ said Contractor to do the work according to the terms and conditions herein contained and referred to for the price aforesaid, and hereby contracts to pay the same, at the time, in the manner and upon the conditions set forth in this Agreement; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. ARTICLE VI: The Contract Documents consist of the Notice Inviting Sealed Bids, the 1 ST-316 Agmt

12 Instructions to Bidders, the Proposal, the Bid Bond, the Information Required of Bidders, this Agreement, the Faithful Performance Bond, the Labor and Material Bond, the Workers Compensation Certificate, the General Provisions, the Special Provisions, the Technical Provisions, the Specifications and the Drawings mentioned therein, and all addenda issued by the City with respect to the foregoing prior to the opening of bids. Each and every Contract Document in its entirety, including but not limited to General Provisions Section 41, are hereby incorporated in and made part of this Agreement as truly as if fully set forth herein. IN WITNESS WHEREOF: The parties hereto have caused this contract to be executed the day and year first above written. CITY OF LA PALMA, CALIFORNIA ATTEST: By Steve Hwangbo Mayor Laurie A. Murray, CMC City Clerk PTM Engineering Services, Inc. By Title By Title 2 ST-316 Agmt