Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO:Honorable Mayor and City Council
Fermin Preciado, Director of Development ServiceVCity Engineer L// 'ta( f ".Landon Kern, Assistant City Engineer LK
Todd Gutjahr, Public Works Analyst l,( tue T.b .
FROM:
FOR:City Council Meeting of March 11,2024
SUBJECT: Award of Contract - l3th Street Sports Complex Facility Parking Lot Lighting Phase I - Project No. I1189
RECOMMENDATION:
That the City Council:
l) Award and authorizethe City Manager to execute a contract, and the City Manager or his designee administer the terms of the contract to the lowest responsive bidder, Quality Light and Electrical of Bloomington, CA, in the amount of $58,805 for the l3th Street Sports Complex Facility Parking Lot Lighting Phase I - Project No. I I 189 (Project); and
2) Approve the amounts of $5,800 for construction contract contingency and $3,000 for construction contract administration, stafftime, and inspection, for a total construction budget in the arnount of $67,605; and
3) Authorize the City Manager or his designee to administer the distribution of the contract contingency; and
4) Approve the plans and specifications prepared for this Project.
BAC KGRO UN D/DI SC U SSION :
On March 26, 2012, the City Council approved a Development and Operations Agreement (Agreement) with Yucaipa Valley National Little League (YVNLL) for the phased construction and use of the 13ft Street Sports Complex Facility (Sports Complex). The Agreement identified the components for which the City would be responsible and the components for which Y\rNLL would be responsible. Over the years, the City Council has approved several amendments to the Agreement, primarily to recognize and address the community's extensive volunteer efforts to complete the facility's phased construction such as the annual Make a Difference Day events. The initial phases of the Sports Complex have been constructed and have been open for use by YVNLL for several years. Subsequent construction phases were identified in a Letter of Understanding (LOU) between the City of Yucaipa and YVNLL, approved by the City Council in early 2020, which identifies the
City to complete the parking lot improvements supporting the Sports Complex. In accordance with the LOU, YVNLL's fair share of the costs were identified in the amount of $219,800, to be paid with an initial payment in the amount of $90,000 and minimum annual installments of $10,000. These improvements were completed in May of 2021and included the construction of the asphalt parking lot, curb and gutter, concrete sidewalks, a trash enclosure, drainage facilities, and parking lot striping.
The remaining phases of work required to complete the Sports Complex include installing parking lot lighting and landscaping. Staffis currently finalizing the landscaping plans and evaluating options to install solar-powered parking lot lighting, which could potentially be installed with the final phase of improvements. In order to implement safety lighting at the main entrance to the parking lot, staff prepared the engineering plans and specifications for the Project. The Project was advertised for bids on December 11,2023. On January 25,2024, four (4) sealed bids were received and opened as follows:
Contractor Bid Amount
Alfaro Communication Construction, [nc.$ 105,348. l0
MC Electric $96,500.00
Qualitv Lieht and Electrical $5 8,805.00
Belco Elecnor $274,900.00
Quality Light and Electrical (QLE) of Bloomington, CA, is the apparent responsive low bidder. Staff has reviewed the bid documents and determined that the documents meet the requirements of the construction contract specifications. QLE has performed similar work for neighboring agencies, and their work has been deemed satisfactory. As a result, staff recommends that the City Council award and authorizethe City Manager to execute a contract for the Project to QLE in the amount of $58,805.
Completing this Project is a significant milestone for the City and an essential step towards achieving the City Council's Goals for 2024.
FISCAL IMPACT:
The estimated cost of this Project in the amount of $67,605 is included in the adopted FY2023-24 Capital lmprovement Program. No further fiscal impact is anticipated.
Attachments:
1. Bid Summary
2. Construction Agreement - Quality Light and Electrical Approved by H
ATTACHMENT 1
Attachment 2
AGREEMENT
THIS AGREEMENT is made and entered into this llth day of March 2024, by and between the City of Yucaip4 a municipal corporation, hereinafter referred to as "City", and Quality Light and Electrical located at 10055 Alder Ave Contractor / Company Name Sffeet Address
Bloom ington CA 92316 hereinafter referred to as "Conffactor" City State Zip Code Phone
PROJECT: l3th Street Soorts Comolex Facilitv Parkins Lot Liehtine Phase I - Proiect No. I I189 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, hoposal, General Specifications, Standard Specifications, Special hovisions, 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 clarifiing, amending, or extending the work contemplated as may be required to ensure its completion in an acceptable manner (collectively, the "Conftact 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 Fiftv Eisht Thousand. Eisht Hundreded. Five Dollars and 00 Cents ($58.805.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concunently 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. lN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:CITY OF YUCAIPA
A Municipal Corporation
Ana Sauseda, CMC
Director of General Services/City Clerk
FU N DS AVAI LA BLE/INSURANC E
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/Ciry Engineer
APPROVED AS TO FORM:
Chris Mann, City Manager
CONTRACTOR:
Date
Quality Light and Electrical Date
Steven Graham, City Attorney
,