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HomeMy WebLinkAbout1997-04-28 City Council (15)~City of Polo Alto C ty Manager’s Report 5 TO:HONORABLE CITY COUNCIL FROM :CITY MANAGER DEPARTMENT: UTILITIES AGENDA DATE: April 28, 1997 CMR:222:97 SUBJECT:Award of Contract to West Valley Construction Company, Inc., for Conduit Installation Under Railroad Tracks To Provide Underground Electric Service to the Palo Alto Medical Foundation REOUEST This is a request for approval of a contract with West Valley Construction Company, Inc. in the amount of $58,400 plus an option of $15,000, for boring and jacking a thirty-inch diameter steel casing With conduits under the railroad tracks from Alma Substation to the proposed Palo Alto Medical Foundation project site. Staff recommends that Council: 1) 2) Approve and authorize the Mayor to execute the attached contract with West Valley Comtruction Company, Inc. in the amount of $58,400 plus the option of $15,000 for the bore and jack construction work at the Alma Substation. Authorize the City Manager or her designee to negotiate and execute one or more change orders to the contract to cover additionally related but unforeseen work which may develop during the project. The value of these change orders shallnot exceed $14,700. This contract does not represent any change to existing policies. CMR:222:97 Page I of 3 p/;o_iect Descriptlol! This project involves installing a 30" diameter steel casing with conduits under the railroad tracks from the Alma substation to the proposed Palo Alto Medical Foundation (PAMF) site. Installing these conduits will enable the City to provide underground electric service to the PAMF project. In addition, the spare conduits installed at tiffs time will also facilitate placing additional 12KV circuits and future communication cable lines under the railroad tracks. The City has already executed a license agreement with the Peninsula Corridor Joint Powers Board for installing these conduits under the railroad tracks. The contractorwill provide all labor, equipment and materials for the horizontal boring and installation of the conduits. A receiving pit will be excavated on Alma Street and the bore driving pit for placing the boring equipment will be located on the PAMF site. The $15,000 option is the work involved in preparing the bore driving pit at the PAMF site. Even though the General Contractor for the PAMF project has assured staff that they would perform the work involved in preparing .the bore driving pit, staff is proposing to include this work as part of this contract, because of uncertainties in PAMF’s construction schedule and possible delay to the City’s contractor. Requests for bids for bore and jack construction were sent on February 26, 1997, to twenty- one builders’ exchanges and six contractors. The bidding period was 34 days. A pre-bid meeting was held on March 13, 1997; five bidders attended the meeting. Bids were received from five qualified contractors on April 1, 1997, as listed on the attached bid summary (Attachment A). Bids for the total Items 1, 2 and 3 ranged from a high of $156,000 to a low bid of $58,400. Bids for the option ranged from.ahigh of $20,000 to a low bid of $3,000. The lowest bidder for Items 1, 2 and 3 is West Valley Construction Company, Inc. West Valley Construction Company,. Inc. is also the lowest bidder for Item 1, 2 and 3 plus the option. Those contractors not responding indicated they were presently too busy to take on new projects. ’ Staff has reviewed all the bids submitted and recommends that the low bid of $58,400 and the option of $15,000 submitted by West Valley Construction Company, Inc. be determined by Council to be the lowest responsible bid and that the bid be awarded accordingly. The low bid is 9 percent below the engineer’s estimate of $80,000. The change order amount of $14,600 which equals 20 percent of the total contract, is requested to cover additionally related but unforeseen work which may develop during the project. Staff is requesting a 20 CMR:222:97 Page 2 of 3 percent contingency instead of the usual 10 percent due to the possibility that unknown obstructions may exist in the bore path. If a large obstruction is encountered, the additional work could easily exceed 10 percent of the contract amount. West Valley Construction Company, .Inc. has worked on several of the City of Palo Alto’s Infrastructure Replacement and Capital Improvement Projects during the past three years. Their performance on all these projects has been satisfactory and they have complied with the requirements of the contract specifications, Staff also checked the references supplied by the contractor for previous work performed by West Valley Construction Company, Inc. in other cities and found no complaints. Staff checked the contractor’s license with the State of California, and it is active with no complaints on file. Funds for this project are included in. the FY 1996-97 Electric .Fund, Underground Extensions/Replacement, Distribution System-Customer Design and Connection Services, Capital Improvement Program. This project was considered to be categorically exempt as part of the Council approval of Underground Extension/Replacement CIP and no further review is necessary. ATTACHMENTS Attachment A: Bid Summary Attachment B: Contract PREPARED BY: Thomas Lo, Patrick Valath and Tomm Marshall DEPARTMENT HEAD APPROVAL: Director of Utilities CITY MANAGER APPROVAL: 3N Assistant City Manager CMR:222:97 Page 3 of 3 FORMAL CONTRACT ATTACHMENT B ~ City of Palo Alto Utilities Department CONTRACT No. (Public Work) This Contract, dated " , is entered into by and between the City of Palo Alto, a chartered city and a municipal corporation of the State of California ("City’) , and West Valley Const~ " , ("Contractor"). For and in consideration of the covenants, terms, and conditions (’the provisions") of this Contract, City and Contra6tor ("the parties") agree: ~l]:]. This Contract shall commence and be binding on the parties on the Date of Execution of this Contract, and shall expire on. the date of recordation of the Notice of Substantial Completion, or, if no such notice is required to be filed, on the date that final payment is made hereunder, subject to the earlier termination of this Contract. This Contract may be terminated for convenience by the City upon ten (10) days’ prior written notice. General Scope of Project and Work. Contractor shall furnish labor, services, materials end equipment in connection with the construction of the Project and complete the Work in accordance with the covenants, terms and conditions of this Contract to the satisfaction of City. The Project and Work is generall~ described as follows: Title: ¯ 69 KV Electric Conduit Railr~ad~Jm:lercLossin~_ et Alma Substation Bid NO.: 94903 ¯ Option: Bid: - : _ :- _ ~ _. This Contract shall consist of the documents set forth below, which are on file with the City Clerk and are hereby iP~:orporated by reference. Forthe purposes of, construing, interpreting and resolving inconsistencies between and among the provisions of this Contract, these documents and the provisions thereof are set forth in the following descending order of precedence. g. h. i. i. k. I. This Contract. Notice Inviting Formal Bids. Project Specifications. Drawings. Change Orders. Bid. Supplementary Conditions. General Conditions. Standard Drawings and Specifications (1992). Certificate of Insurance, Performance Bond, Labor & Materials (Payment) Bond. Affirmative Action Guidelines and Compliance Report. Other Specifications, or part thereof, not expressly incorporated in the Contract Specifications or the Standard Drawings and Specifications (1992). Any other document not expressly mentioned herein which is issued by City or entered into by the parties.~ 69 KV Electdc Conduit Railroad Undercrossing at Alma Substation (Rev.12196)SECTION 00500-1 of 8 FORMAL CONTRACT City of Palo Alto Utilities Department ~£~J3=~t~J3. In consideration of Contractor’s performance of its obligations hereunder, City shall pay to Contractor the amount set forth in Contractor’s Bid in accordance with the provisions of this Contract and upon the receipt of written invoices and all necessary supporting documentation within the time set forth in the Contract Specifications and the Standard Drawings and Specifications (1992), or, if no time is stated, within thirty (30) Days of the date o,f receipt of Contractor’s invoices. So "~. On or before the Date of Execution, Contractor shall obtain and maintain the policies of insurance coverage described in the Notice Inviting Formal Bids on terms and conditions and in amounts as may be. required by the Risk Manager.. City shall not be obligated.to take out insurance on Contractor’s personal property or the persona.I property of any person performing labor or services or supplying materials or equipment under the Project. Contractor shall furnish City with the certificates of insurance and with original endorsements affecting coverage required .under this Contract on or before the Date of Execution. The certificates .and endorsements for each insurance policy shall be signed by a person who is authorized by that insurer to bind coverage in its behalf. Proof of insurance shall be mailed to the Project Manager to the address set forth in Section 15 of this Contract. Jl3d~l:tl~tt~tJ~. Contractor agrees tO protect; defend, indemnify and hold City, its Council members, officers, employees, agents and representatives harmless from and against any and all claims, demands, liabilities, losses, damages, costs, expenses, liens, penalties, suits, or judgments, arising, in whole or in part, directly or indirectly, at any time from any injury’to or death of persons or damage to property as a result of the willful acts or the negligent acts or omissions of Contractor, or’which results from Contractor’s noncompliance with any Law respecting the condition, use, occupation or safety of the Project site, or any part thereof, or which arises from Contractor’s failure tO do. anything required under this Contract or for doing anything which Contractor is required not to do under this Contract, or which arises from conduct for which any Law may impose strict liability on Contractor in the performance of or failure to perform the provisions of this Contract, except as may arise from the sole willful acts or negligent acts or omissions of city or any of its Council members, officers, employees, agents or representatives. This indemnification shall extend to any and all claims, demands, or liens made or filed by reason of any work performed by Contractor under this Contract at any time during the term of this Contract, or arising thereafter. To the extent Contractbr will use hazardous materials in connection with the execution of its obligations under this Contract, Contractor further expressly agrees to protect, indemnify, hold harmless and defend City, its City Council members, officers and employees from and against any and all claims, demands, liabilities, losses, damages, costs, expenses, liens, penalties, suits, or judgments City may incur, arising, in whole or in part, in connection with or as a result of Contractor’s willful acts or negligent.acts Or omissions under this Contract, under the Comprehensive Environmental Response, Compensation and Liability Act (42 U.S.C. § §9601-6975, as amended); the Resource Conservation and Recovery Act (42 U.S.C. § §6901-6992k, as amended); the Toxic ~ Substances Control Act (15 U.S.C. § §2601-2692~ as amended); the Carpenter-Presley-Tanner Hazardous Substance Account Act (Health & Safety Code, § §25300-25395, as amended); the Hazardous Waste Control Law (Health & Safety Code, § §25100-25250.25, as amended); the Safe Ddnking Water and .Toxic Enforcement Act (Health & Safety Code, §.§25249.5-25249.13, as amended); the Underground Storage of Hazardous Substances Act (Health & Safety Code, § §25280-25299.7, as amended); or under any other local, state or federal law, statute or ordinance, or at common law. ~t~t~J~B~. Contractor agrees to voluntarily assume any and all risk of loss, damage, or injury to the property of Contractor which may occur in, on, or about the Project site at any time and in any manner, excepting such loss, injury, or damage as may be caused by the sole willful act or negligent act or omission of City or any of its Council members, officers, employees, agents or representatives. 69 KV Electric Conduit Railroad Undercrossing at Alma Substation (Rev.12/96).SECTION 00500-2 of 8 FORMAL CONTRACT City of Pal. Alto Utilities Department 10. ~JIIJY.~. The acceptance of any payment or performance, or any part thereof, shall not operate as a waiver by City of its rights under this Contract. A waiver by City of any breach of any part or provision of this Contract by Contractor shall not operate as a waiver or continuing waiver of any subsequent breach of the same or any other provision, nor shall any custom or practice which may arise between the parties in the .administration of any part or provision of this Contract be construed to waive or to lessen the right of City to insist upon the performance of Contractor in strict compliance with the covenants, terms and conditions of this Contract. o "_. _ - . Corttractor shall comply with all Laws now in force or which may hereafter be in force pertaining to the Project and Work and this Contract, with the requirement of any bond or fire underwriters or ¯ other similar body now or hereafter constituted, with any discretionary license or permit issued pursuant to any Law of any public agency or official as well as with any provision of all recorded documents affecting the Project site, insofar as any are required by reason of the use or occupancy of the Project site, and with all Laws pertaining to nondiscrimination and affirmative action in employment and hazardous materials¯ J~l~l~. As a condition precedent to City’s obligation to pay compensation to Contractor, and on or before the Date of Execution, Contractor shall furnish to the Project Manager the Bonds as required under the Notice Inviting Formal Bids. 11..Representations and Warranties. In the supply of any materials and equipment and the rendering of labor and services during the course and scope of the Project and Work, Contractor represents and warrants; Any materials and equipment Which shall be used during the course and scope of the Project and Work shall be vested in Contractor; Co Any materials and equipment which shall be used during the course and Scope of the.Project and~ Work shall be merchantable and fit to be used for the particular purpose for which the materials are required; Any labor and services rendered and materials and equipment used or employed during the course and scope of the Project and Work shall be free of defects in workmanship for ¯ period of one (1) year after the recordation of the Notice of Substantial Completion, or, if no such notice is required to be filed, on the date that final payment is made hereunder; do Any manufacturer’s warranty obtained by Contractor shall be obtained or shall be deemed obtained by Contractor for and in behalf of City. Any information submitted by Contractor prior .tO the award of Contract, or thereafter, upon request, whether or not submittedunder a continuing obligation by the terms of the Contract to do so, is true and correct at the time such information is submitted or made available to the City; Contractor has not colluded, conspired, or agreed, directly or indirectly, with any person in regard to the terms and conditions of Contractor’s Bid, except as may be permitted by the Notice Inviting Formal Bids; .. Contractor has the power and authority to enter into this Contract with City, that the individual executing this Contract is duly authorized to do so by appropriate resolution, and that this Contract shall be executed, delivered and performed pursuant to the power and authority conferred upon the person or persons authorized to bind Contractor; 69 KV Electric Conduit Railroad Undercrossing at Alma Substation (Rev.12/96)S~CTION 00500-3 of 8 FORMAl, CONTRACT "~,City, of Palo A/to Utilities Department ho Contractor has not made an attempt to exert undue influence with the Purchasing Manager or Project Manager or any other person who has directly contributed to City’s decision to award the contract to Contractor; There are no unresolved claims or disputes between Contractor and City which would materially affect Contractor’s ability to perform under the Contract; Contractor has furnished and will furnish true and accurate statements, records, reports, resolutions, certifications, and other written information as may be requested of Contractor by City from time to time during the term of this Contract; Contractor and any person performing labor and services under this Project are duly licensed by the State of California as required by California Business & Professions Code Section 7028, as amended; and " Contractor has fully examined and, inspected the Project site and has full knowledge of the physical conditions of the Project site. 12. 13. ~S~gl31:gg~. This contract and the performance required hereunder is personal to Contractor, and it shall not be assigned by Contractor. Any attempted assignment shall be null and void. . All.claims pertaining to extra work, additional charges, or delays within the Contract Time or other disputes arising out of the Contract shall be submitted by Contractor to City¯in writing by certified or registered mail within ten (10) Days after the claim arose or within such other time as may be permitted.or required by law, and shall be described in sufficient detail to give adequate notice of the substance of the claim to City. 14.~!4~. During the term of this Contract and for a period of not less than three (3) years after the expiration or eadier termination of this Contract, City shall have the right to audit Contractor’s Project-related and Work-related writings and business records, as such terms are defined in California Evidence Code Sections 250 and 1271, as amended, during the regular business hours of Contractor, or, if Contractor has no such hours, during the regular business hours of City. 15.J~g~j~. All agreements, appointments, approvals, authorizations, claims, demands, Change Orders, consents, designations, notices, offers, requests and statements given by either party to the other shall be in writing and shall be sufficiently given and served upon the other party if (1) personally served, (2) sent by the United States mail, postage prepaid, (3) sent by private express delive[y service, or (4) in the case of a facsimile transmission, if sent to the telephone FAX number set forth below during regular business hours of the receiving party and followed within two (2) Days by delivery of a hard copy of the material sent by facsimile transmission, in accordance with (1), (2) or (3) above. Personal service shall include, without limitation, service by delivery and. service by facsimile transmiseion~ To City:City of Palo Alto City Clerk 250 Hamilton Avenue P.O. Box 10250 Palo Alto, CA 94303 69 KV Electric Conduit Railroad Undercrossing at Alma Substation (Rev.12/96)SECTION 00500-4 of. 8 .FORMAL CONTRACT ’ City of Palo Alto Utilities De, artment_ Copy to:City of Palo Alto Department of 250 Hamilton Avenue P.O. Box 10250 Palo Alto, CA 94303 (415) 329-2481FAX: (41.S) ATTN: Thomas Lo, Project Manager " To Contractor:WEST VALLEY CONSTRUCTION COMPANY. INC. 809 Hurlin(zame Avenue Redwood c11~ ~ 364-9464 FAX: (_~ 364-8;~90 ATTN: Mk~hael J.Kellv 16.ADDmDdal~on of City Funds. This Contract is subject to the fiscal provisions of A~cle III, Section 12 of the charter. of the City of Palo Alto. Any Charges hereunder for labor, services, materials and equipment may accrue only alter such expenditures have been approved in advance in wril~ng in accordance with applicable Laws. This Contract shall terminate without penalty (i) at the end of any fiscal year in the event that funds are not appropriated for the following ~al year, or (’) at any time within a fiscal year in the event that funds are only appropriated for a po~on of the fiscal year and funds for this Contract are no longer available. This Section 16 shall control in the event of a conflict with any other provision of this Contract. Bailee Disclaimer. The parties understand and agree that City does not purport to be Contractor’s bailee, and City is, therefore, not responsible for any damage to the personal property of Contractor. Consent. Whenever in this Contract the approval or consent of a party is required, such approval or consent shall be in writing and shall be executed by a pers.on having the express authority to grant suchapproval or consent. Controlling Law. The parties agree that this Contract shall be governed and construed by and in accordance with the Laws of the State of California. Defin~ons. The definitions and terms set forth in Se~on I of the Standard Drawings and Spedficat~ons (1992) of this Contract are incorporated herein by reference. Force Majeure. Neither party shall be deemed tO be in default on account of any delay or failure to perform its obligal~ons under this Contract which directly results from an Act of God or an act of a superior governmental authority. Headings. The paragraph headings are not a part of this Contract and shall have no effect upon the construction or interpretation of any part of this Contract. 69 KV Electric .Conduit Railroad Undercrossing .at Alma Substation [Rev.12/96)SECTION 00500-5 of 8 FORMAL CONTRACT "City of Palo Alto Utilities Departmen~ Incorporation of Documents. All documents constituting the Contract documents described in Sec’don 3 hereof and all documents which may, from time to time, be referred to in any duly executed amendment hereto are by such reference incorporated in this Contract and shall be deemed to be part of this Contract. Integration. This Contract and any amendments hereto between the parties constitute the entire agreement between the pa~es concerning the Project and Work, and there are no other pdor oral or written agreements between the pa~es that are not incorporated in this Contract. Modi~cation of Agreement. This Contract shall not be modified or be binding upon the parties, unlesssuch modification is agreed to in writing and signed by the parties.. Provision. Any agreement, covenant, condition, clause, qualification, restriction, reservation, term or other stipulation in the Contract shall define or othenNise control, establish, or limit the performance required or permitted or to be required of or permitted by either party. All provisions, whether covenants or cond~ons, shall be deemed to be both covenants and conditions. Resolution. Conkactor shall submit with its Bid a copy of any corporate or partnership resol~on or other writing, which authorizes any .director, officer or other employee or partner to act for or in behalf of Contractor or which authod~.es Contractor to enter into this Oontract. Severability. If a court of competent jurisdiction finds or rules that any provision of this Contract is void or unenforceable, the provisions of this Contract not so affected shall remain in full force and effect. mo Status of Contractor. In the exercise of dghts and.obligations under this Contract, Contractor acts as an independent contractor and not as an agent or employee of City. Contractor shall not be ended to any rights and benefits accorded or accruing to the.City Council members, officers or employees of City, and Contractor expressly waives any and. all claims to such rights and benefits. no Successors and Assigns. The provisions of this Contract shall inureto the benefit of, and shall apply to and bind, the successors and assigns of the pa~es. THe of the Essence. Time is of the essence of this Contract and each of its provisions. In the calculation of time hereunder, the time in which an act is to be performed shall be computed by excluding the first Day and including the last. If the time in which an act is to be performed falls on a Saturday, Sunday, or any Day observed as a legal holiday by City, the time for performance shall be extended to the following. Business Day. Venue. In the event that suit is brought by either party hereunder, the pa~es agree that trial of such action shall be vested exclusively in the state courts of California in the County of Santa Clara in the City of San Jose or in the United States Distdct Court for the Northern District of California in the City of San Jose. Recovery of costs. The prevailing party in any action brought to enforce the terms of this Contract or arising out of this Contract may recover its reasonable costs, including reasonable attorney’s fees, incurred or. expended in connection with such action against the non-prevailing party. ~ 69 KV Electric Conduit Railroad Undercrossing at Alma Substation (Rev.12196)SECTION 00500°6 of 8 .FORMAL CONTRACT .- _ City of Palo__Alto Utilities Department. IN WITNESS WHEREOF, the parties have by their duly appointed representatives executed this Contract in the city of Palo Alto, County of Santa Clara, State of California on the date first stated above. ATTEST:CITY OF PALO ALTO City Clerk APPROVED: City Manager By: Its: Mayor CONTRACTOR: ~Y CONSTRUCTION By: Name: Director of Utilities Title: Director of Administrative Services Taxpayer I.D. No. Contractor’s Lic.: 94-1410142 174968 Manager, Contract Administration APPROVED AS TO FORM: Senior Asst. City Attorney 69 KV Electric Conduit Railroad Undercrossing at Alma Substation (Rev.12/96)SECTION 00500-7 of 8 FORMAL CONTRACT City of Palo Alto Utilities Department CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF ) COUNTY OF ) On ~ in and for said County, personally appeared , before me,, a notary public personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Signature (Seal) END OF SECTION 69 KV Electric Conduit Railroad Undercrossing at Alma Substation (Rev.12/96}SECTION 00500-8 of 8