Agenda Item No. 4
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer
FOR: City Council Meeting of April 11, 2022
SUBJECT: Award of Contract — Uptown Parking Lot Trash Enclosure Covers — Project No. 11046-1
RECOMMENDATION:
That City Council:
1) Award and authorize the Mayor to execute a contract in the amount of $16,000 with 4D Surface Management, Inc. of Yucaipa, CA for the Uptown Parking Lot Trash Enclosure Covers— Project No. 11046-1; and
2) Approve the amount of $2,400 for construction contract contingency and the amount of $1,280 for construction contract administration and inspection for a total construction budget in the amount of $19,680; and
3) Approve the Plans and Specifications prepared for the Project.
BACKGROUND/DISCUSSION:
On December 13, 2021, City Council accepted the contract and extension work completed by Three Peaks Corp. of Calimesa, CA for the Uptown Parking Lot and Alley Improvements, East End project. The project constructed a parking lot with ADA parking and alley improvements within the public right of way, City owned properties and within public easement areas on private properties south of Yucaipa Boulevard between California Street and Avenue A in the Uptown area. Included in the project were three (3) single trash enclosures constructed in accordance with the modified City of Yucaipa Design Standard. The trash enclosures included lockable heavy duty steel swing gates and pedestrian access gates.
Trash enclosure covers will provide enhanced security to these trash enclosures constructed in the new public parking lot, similar to the trash enclosure at the Yucaipa Performing Arts Center (YPAC). As a result, staff prepared the plans and construction bid documents for the Uptown Parking Lot Trash Enclosure Covers Project — Project No. 11046-1 (Project). -22-
City Council Meeting of April 11, 2022
Award of Contract — Uptown Parking Lot Trash Enclosure Covers — Project No. 11046-1
The Project was advertised for construction bids in March of 2022. On March 29, 2022, four (4) sealed bids were received and opened as follows:
Bidder
Bid Amount
4D Surface Management, Inc.
$16,000.00
Three Peaks Corp.
$19,800.00
Atom Engineering Construction, Inc.
$21,398.00
Gentry General Engineering, Inc.
$51,420.00
The Engineer's Estimate for the Project is $10,000. 4D Surface Management, Inc. is the apparent low bidder for the Project with a bid in the amount of $16,000. Staff has reviewed the apparent low bidder's bid documents and determined that they meet the contract specifications for the Project. 4D Surface Management, Inc. has performed similar work for other public agencies and their work has been deemed satisfactory. As a result, staff recommends that City Council award a contract in the amount of $16,000 to 4D Surface Management, Inc. for the Project.
FISCAL IMPACT:
The total estimated overall project costs are included in the table below:
Amount
Design/Survey/Staff Time/Project Coordination
$38,500
Uptown North Side Alley Improvements Project
Construction Contract/Survey/Testing/Inspection
$135,270
CDBG Uptown Parking Lot, ADA Access and Alley Improvements Project Construction Contract
$112,827
Construction Contract Contingency
12,670
Construction Contract Administration/Survey/Testing/Inspection 14,796
CDBG Project Sub -total
$140,293
Construction Contract — East End Project
$171,495
Construction Contract Contingency
22,920
Construction Contract Administration/Survey/Testing/Inspection 16,490
Total East End Project Cost
$210,905
Total Proposed Cost to Date
$524,968
Proposed Construction Contract — Trash Enclosure Covers $16,000
Proposed Construction Contract Contingency
2,400
Proposed Construction Contract Administration/Inspection 1,280
Total Proposed Construction Costs
$19,680
Total overall project Costs
$544,648
-23-
City Council Meeting of April 11, 2022
Award of Contract — Uptown Parking Lot Trash Enclosure Covers — Project No. 11046-1
The table below includes the available funding in the FY2021/2022 CIP for the overall project:
Funding Sources
Amount
FY2021-2022 Pavement Management Program (PMP) Funding
$441,120
CDBG Grant Funding
110,832
Total Available Funding
$551,952
With the total available funding included in the table above in the amount of $551,952, there is sufficient funding available to accommodate staff s recommendations.
Attachments: Bid Summary
Agreement
Approved by: (�
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Uptown Parking Lot & Alley Trash Enclosure Covers
Owner:Clty of Yucaipa
Bid nin :2022-03-29 M.
Engineer's Estimate
4D Surface Management Inc.
Three Peaks Corp.
ATOM Engineering C—truction Inc.
Gentry General Engineering
8.123
Yucaipa, CA 92399
US
Bid Status:Valid
PO Box 101
CALIMESA, CA 92320
US
Bid Status:Valid
40410 Vista Rd
Hemet, CA 92544
US
Bid Status:Valid
PO Box 322
Rancho Cucamonga, CA 91729
Bid Status:Valld
U can Parkin Lot &Alley Trash Enclosures
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Bid List Tohl
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I6,000.00
19,80D.00
21,398.00
51,420.00
Total Bid Amount
1 $0.001
1 1 1
$16,000.001
1 1
1 $19.3w.001
1 $21,398.001
1 $51,420.00
Uacad Subs
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AGREEMENT
THIS AGREEMENT is made and entered into this llth day of April 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and 41) Surface Management Inc. located at P.O. Box 123
Contractor / Company Name Street Address
Yucaipa CA 92399 (951)234-4566 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: Uptown Parking Lot & Alley Trash Enclosures, Project No. 11046-1 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Sixteen Thousand Dollars and Zero Cents ($16,000) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Jennifer Crawford,
Assistant City Manager/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Andrew Hamilton, Director of Finance
& Administrative Services
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
David Avila, Mayor Date
CONTRACTOR:
Date
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