HomeMy WebLinkAbout2017-09-12 - AGENDA REPORTS - CONTR FOR CIRCLE J RANCH LANDSCPE CONST (2)Agenda Item• 8
CITY OF SANTA CLARITA
Q;" AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: i
DATE: September 12, 2017
SUBJECT: AWARD CONTRACT FOR CIRCLE J RANCH LANDSCAPE
IMPROVEMENT CONSTRUCTION
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
Award contract to Martinez Landscape Company in the amount of $180,734, plus a 10
percent contingency in the amount of $18,074, for a total contract amount not to exceed
$198,808 to fund the construction of Circle J Ranch landscape improvements.
2. Appropriate $202,383 from Landscape Maintenance District fond balance (Fund 357) to
expenditure account 12550-5161.013, inclusive of the project base bid, the contingency
amount, and additional funds in the amount of $3,575 for an irrigation controller and project
monitoring services.
3. Authorize the City Manager or designee to execute all contract documents, subject to City
Attorney approval, and contingent upon the appropriation of funds by City Council.
BACKGROUND
The Circle J Ranch landscape improvements project encompasses the installation of decorative
hardscaping, arenovated irrigation system, and the removal of high water usage, red fescue
grass, with plant material requiring significantly less water. This project supports the
Com nututy Beautification component of Santa Clarita 2020 and exemplifies the City of Santa
Clarita's (City) coxmnitmetnt to maintain the high quality of life enjoyed by our residents.
Staff performed extensive outreach to engage and discuss conceptual design options for this
landscape improvement project with residents of the Circle J Ranch community. Community
meetings were held at the project site that drew a number of homeowners providing staff with
excellent feedback. Upon completion of the conceptual design, a follow-up outreach meeting
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was held in March of this year that provided the community with an opportunity to review the
final conceptual plan.
An Invitation to Bid, LMD 17-18-06, on the construction of this project was issued on July 18,
2017. A total of eight finns submitted proposals to the City as identified below.
*Bid submission was incomplete
Staff has reviewed all responsive proposals, identified Martinez Landscape Company as the
lowest and responsive bid, and recommends award of contract to this fin -n. A review of Martinez
Landscape's professional references has found their work to meet the City's high standards for
performance.
Lastly, in addition to a project contingency of $18,074 to address construction efforts due to
unforeseen conditions, staff is requesting an appropriation of $3,575 to support the upgrade of an
irrigation controller and project monitoring expenses associated with this project.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in the Landscape Maintenance District Fuid Balance (357) to
support the appropriation of $202,382 for the proposed landscape improvement project.
ATTACHMENTS
Circle J Ranch Landscape Improvement Rendering
Circle J Ranch Landscape Improvement Project Site Map
Martinez Landscape Co Bid LMD 17-18-06 (available in the City Clerk's Reading File)
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Packet Pg. 46
Company
Location
Base Bid Amount
I
Martinez Landscaping Company, Inc.
Sylmar. CA
$ 180.734
2
Terra Form, Inc.
La Canada, CA
$ 221,942
3
Marina Landscape, Inc.
Orange, CA
$ 232,877
4
Stay Green, Inc.
Santa Clarita, CA
$ 237.264
5
Pub Construction *
Diamond Bar. CA
$ 243.710
fi
1 STL Landscape, Inc.*
Los Angeles, CA 1
$ 249,198
7
1 Bright View Landscape Services
San Fernando, CA 1
$ 304,440
8
1 Cyber Tech Construction Company, Inc.
Tarzana. CA 1
$ 355.153
*Bid submission was incomplete
Staff has reviewed all responsive proposals, identified Martinez Landscape Company as the
lowest and responsive bid, and recommends award of contract to this fin -n. A review of Martinez
Landscape's professional references has found their work to meet the City's high standards for
performance.
Lastly, in addition to a project contingency of $18,074 to address construction efforts due to
unforeseen conditions, staff is requesting an appropriation of $3,575 to support the upgrade of an
irrigation controller and project monitoring expenses associated with this project.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in the Landscape Maintenance District Fuid Balance (357) to
support the appropriation of $202,382 for the proposed landscape improvement project.
ATTACHMENTS
Circle J Ranch Landscape Improvement Rendering
Circle J Ranch Landscape Improvement Project Site Map
Martinez Landscape Co Bid LMD 17-18-06 (available in the City Clerk's Reading File)
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CITY OF SANTA CLARITA
INVITATION FOR BID
BID # LMD 17-18-06
BID OPENING: August 17,2017
The City of Santa Clarita invites electronically sealed bids for:
Circle J Ranch Lmd Area
Landscape Improvements - Zone 27
1. Bids must be ELECTRONICALLY received at:
http://www.planetbids.com/portal/portal.cfm?CompanvlD=16840#
2. Prices shall be D.D.P. City of Santa Clarita Receiving dock Incoterms 2000 or for the service
rendered.
3. Bidder shall honor bid prices for ninety (90) days or for the stated contract period, whichever is
longer.
4. Bids must be on this Bid form. Submission of a proposal acknowledges the proposer has read
and understands the requirements contained on pages 1 to 91, Exhibits A to C.
5. Bid Questions. Questions should be submitted electronicallyto:
http://www.planetbids.com/portallportal.cfm?CompanylD=16840#
The last day for questions will be 10:00 AM, August 10, 2017.
6. The vendor is responsible for the accuracy and completeness of any solicitation form not
obtained directly from the City.
Name (Print): Salvador Martinez
sal@martinezlandscape.com
Email: dianaaamartinezlandscapecom
Company Phone No.` 818-364-9188
Bid # LIMB 17-18-06
Company: Martinez Landscape Co., Inc
Address: 12357 San Fernando Rd.
City: Sylmar
CA 91342
Bid # LMD 17-18.06
Circle J Ranch Lmd Area
Landscape improvements - Zone 27
City of Santa Clarita, California
KNOW ALL MEN BY THESE PRESENTS that Martinez Landscape Co Inc. as
BIDDER, and SureTec Insurance Comuanv as SURETY, are
held and firmly bound unto the City of Santa Clarita, as AGENCY, in the penal sum of
Ten Percent of Amount Bid dollars ($10% of bid ), which is ten
percent (10%) of the total of first contract year (365 days) amount which is bid by BIDDER, to
AGENCY for the above -stated project, for the payment of which sum, BIDDER and SURETY
agree to be bound, jointly and severally, firmly by these presents.
THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas BIDDER is about to
submit a bid to AGENCY for the above -stated project, if said bid is rejected, or if said bid is
accepted and the contract is awarded and entered into by BIDDER in the manner and time
specified, then this obligation shall be null and void, otherwise it shall remain in full force and
effect in favor of AGENCY.
IN WITNESS WHEREAS, the parties hereto have set their names, titles, hands, and seals, this
1stMM day of August 2017.
oad, Sylmar, CA 91342
BIDDER Pha rincz 4an�%ape Co., Inc. - 12357 San Fernando R
SureTec Insurance Company - 3131Camino Del Rio North, Ste. 1450, San Diego, CA 92108
SURETY*
David Noddle, Attorney in Fact
Subscribed and sworn to this day of 20_
NOTARY PUBLIC
*Provide BIDDER and SURETY name, address, and telephone number and the name, title,
address, and telephone number for authorized representative.
IMPORTANT - Surety Companies executing Bonds must appear on the Treasury Department's
most current list (Circular 570, as amended) and be authorized to transact business in the State
where the project is located.
90
Bid # LIVID 17-18-06
DESIGNATION OF SUBCONTRACTORS
Bid # LMD 17-18-06
Circle J Ranch Lmd Area
Landscape Improvements - Zone 27
City of Santa Clarita, California
Subcontractor 1
Age of firm: J N
DBE STATUS:
Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No,
Exp. Date: / /
Phone ()
Subcontractor g
Age of firm: � Y
DBE STATUS:
Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No,
Exp. Date: / /
Phone ( )
Subcontractor
Age of firm:
DBE STATUS:
Certifying A enc -:
Dollar Value of Work
Ammal Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to
the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract
for public work, as defined in this chapter, unless currently registered and qualified to perform public work
pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered
contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by
Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public
work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
85
Bid # LMD 17-18-06
CIRCLE J RANCH LMD AREA
LANDSCAPE IMPROVEMENTS - ZONE 27
LMD-17-18-06
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for
which BIDDER has performed work of a similar scope and size within the past 3 years:
1. County of Los Angeles Department of Public Works, 900 South Fremont Avenue, Alhambra, CA 91802
Name and Address of Owner /Agency
Joel Zaragoza (626) 458-4973
Name and Telephone Number of Person Familiar with Project
Construction of a vine trellis and irrigation system;
.46 vine planting; and other appurtenant work 04/2016
A1-1- 1-.
2, City Of Hawthorne Public Works 4455 West 126th street, Hawthorne, CA 90250
Akbar Farohki (310)349-29-83
Name and Telephone Number of Person Familiar with Project
Landscape and Irrigation maintenance
3 CalTrans 2090 Fern Lane, Glendale, CA 91208
Name and Address of Owner / Agency
Ali Shalviri 818-637-2506
Name and Telephone Number of Person Familiar with Project
958,732.10 Planting, install irrigation, construct slope paving 09/2015
Contract Amount Type of Work Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom BIDDER intends to procure insurance bonds:
SureTec Insurance Company
3131 Camino Del Drio North Suite 1450, San Dieao CA 92108
Bid # LMD-17-18-06 86
C. SCHEDULE
Bid # LMD 17.18-06
Circle J Ranch Lmd Area Landscape Improvements - Zone 27
OPINION OF PROBABLE CONSTRUCTION COST - Construction Documentation Phase
Use this form for reference ONLY. Pricing must be entered into line items section of planet bids.
Item Item Description Quantity
Units
Unit Cost
Total
DEMOLITION AND SITE PREP
Demolition of existing masonry fence columns
2 allow
250
$500.00
Demollition of existing decorative metal fence
Tallow
300
$300.00
Tree removal -16" diameter
1 allow
250
$250.00
Clearing and grubbing of existing planting and irrigation area
47,010 s .
0.15
$7,051.50
CONSTRUCTION
Post and Rail Fence
495 Lf.
125
$61,875.00
Masonry Fence Columns
4each
1500
$6,000.00
Stabilized decomposed granite surfacing
989 s.f.
1,1
$1,087.90
IRRIGATION
Controller, combo meter controller enclosure,
0each
$0.00
1.5" Mainline and Fittings, PVC Schedule 40
281 lineal ft.
18
$5,058.00
Irrigation Sleeves
0lineal ft.
$0,00
Controller Wire
30,500 lineal ft.
0,2
$6,100.00
Pull Boxes
2 each
75
$150.00
Y' Remote Control Valves
29 each
695
$20,155.00
1.5' Remote Control Valves
3 each
725
$2,175.00
2" Remote Control Valves
2 each
850
$1,700.00
Quick Couplervalves
7 each
410.71
$2,874.97
Gate Valves
0 each
$0.00
Laterals and Fittings sized per plan, PVC Schedule 40
6,344 lineal ft.
2
$12,688.00
Bubbler on Riser
1,031 each
12
$ L2,372,00
4" Pop -ups
0 each
$0.00
6" Pap -ups
0 each
$0,00
Tree Root Watering System
95 each
65
$6,175.00
PLANTING
Soil preparation/amendment
47,010 sq. ft.
0.2
$9,402.00
Sod
0 sq. ft.
$0,00
1 gallon shrubs
761 each
6
$4,566.00
5 gallon shrubs
269 each
28
$7,532.00
15 gallon shrubs
Oeach
$0,00
24" box trees
0 each
$0.00
36" box trees
3 each
890
$2,670.00
3" Mulch
47,010 sq. ft.
415
$7,051,50
90 -Day Maintenance Period
slump sum
3000
$3,000.00
SUBTOTAL
$180,733.87
10% COST CONTINGENCY $ -
0.1
$18,073.39
TOTAL OPINION OF PROBABLE COST
1$198,807.26
Bid#LMD 17-18-06
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ACKNOWLEDGEMENT & ACCEPTANCE OF BID SPECIFICATIONS
Bid # LMD 17-18-06
Circle J Ranch Lmd Area
Landscape Improvements - Zone 27
By providing the three (3) required signatures below, the Contractor acknowledges full
understanding, complete agreement to, and accepts in its entirety, all Bid Specifications
for the Circle J Ranch Lmd Area
Landscape Improvements - Zone 27. The Contractor will be expected to perform
maintenance practices and uphold the standards herein to the established
specifications throughout the length of the contract.
*Supervisor's
Signature:_
*Estimator's
*Owner'
Signatu
NM
61t(�
*All three signatures required
87
Bid # LMD 17-18-06
ADDENDUM #1
For
City of Santa Clarita Invitation to Bid
LIVID 17-18-06
Circle 1 Ranch Lmd Area
landscape Improvements - Zone 27
August 3, 2017
This addendum must be acknowledged via Planet Bids and should be included with the bid response.
There was a non -mandatory, pre-bid meeting on August 2, 2017 beginning at 2:00 PM. The meeting was
located at City Hall, 23920 Valencia BI, Santa Clarita, CA 91355 - Council Chambers Conference Room,
Suite 105.
Attending staff:
Valerie Ferchaw - LIVID Specialist (Project Manager)
Katie Knybel - Project Development Coordinator
Heather Andrews - Buyer
Christine Saunders -Project Tech
MaryAlice Boxall - Labor Compliance Specialist
The following vendors were in attendance:
Lisa Anderson —American Heritage Landscape
John Gutierrez— Marina Landscape
Jeremy Dervaes — Terra Form Inc.
The following was reviewed:
Purchasing
• All prices must be entered electronically into the PlanetBids line item section. The reason all
bids were rejected last time was that none of the line items entered into the pricing schedule
added up to the total bid amount that was entered into PlanetBids.
LCP
• Payroll and upload to DIR website
• Field Interviews
• Prevailing Wage As Per State Mandate
• DIR Registration
• Subcontractors must follow all of the same rules
• There are now penalties for no registry and non -reporting
Bid # LMD 17-18-06
• This is a Capital Works project. You must use Landscape Irrigation Labors or other classifications.
• Only during plant establishment can landscape maintenance labors be used.
LMD
• 02 4119 SELECTIVE DEMOLITION
PART 1— GENERAL
1.2 SUMMARY
1. Demolition and removal of selected site elements.
• 03 30 00 CAST -IN-PLACE CONCRETE
PARTI-GENERAL
1.1 SCOPE
1. Concrete footings and foundations for
a. masonry fence columns and
b. fence posts
2. Pour -in -Place masonry column concrete cap
3. Placement and coordination of post anchors
• 04 22 00 CONCRETE UNIT MASONRY
PART 1—GENERAL
1.1 SECTION INCLUDES
A. Masonry Fence Columns
• 04 72 00 ARCH ITECTURALSIMULATED STONE VENEER
• 06 10 63 EXTERIOR ROUGH CARPENTRY
PART 1— GENERAL
1.2 SUMMARY
1. Wood Fence
• 09 9113 EXTERIOR PAINTING
•
3110 00 SITE CLEARING AND GRUBBING
• 3122 19 FINISH GRADING
• 3123 00 EXCAVATION AND BACKFILLING
PART 3 EXECUTION
3.1 PROTECTION A. Public and adjacent private properties: protect in accord
with applicable laws and ordinances.
B. Existing on-site features, plant life, including trees, scheduled to
remain:
1. Protect from damage at all times.
Bid # LIVID 17-18-06 2
2. When excavating adjacent to existing features is necessary, use all
possible care to avoid damage to existing features. Where necessary,
excavate by hand. Close trenches adjacent to existing features within
24 -hours.
3. All work around and adjacent to existing features, including
inspection prior to backfill, shall be approved by Owner. Obtain Owner's
approval in writing for all procedures prior to commencement of work.
Damage to existing features or unacceptable work shall be back -charged
to Contractor.
4. Do not allow earth -moving equipment within the branch spread
perimeter (drip -line) of existing trees.
5. Do not cut tree roots over 2 -inch in diameter without prior approval
from Owner.
6. Support trees during excavation in an approved manner
7. When excavating adjacent to existing trees is necessary, use all
possible care to avoid injury to trees and tree roots. Excavate by hand
areas where 2 -inch and larger roots occur. Tunnel under and heavily
wrap with burlap any roots 2 -inches and larger in diameter, except
directly in the path of pipe or conduit, to prevent scarring or excessive
drying. When a trenching machine runs close to trees having roots
smaller than 2 -inches in diameter, hand trim wall of trench adjacent to
tree, making clean cuts through roots. Paint roots 1 -inch and larger in
diameter with two coats of Tree Seal, or Owner -approved equivalent.
Close trenches adjacent to trees within 24 -hours; when this is not
possible, shade side of trench adjacent to tree with burlap or canvas.
8. All work around and adjacent to existing trees, including inspection
prior to backfill, shall be approved by Owner. Obtain Owner's approval
in writing for all procedures prior to commencement of work. Trees that
die due to damage or unacceptable work shall be back -charged to
Contractor.
• 32 15 00 STABILIZED DECOMPOSED GRANITE SURFACING
• 32 80 00 IRRIGATION
PART 1 GENERAL
1.4 SUBMITTALS
D. Record Drawings
3. The following items shall be shown on the Record Drawings:
a. Connection of existing water lines
e. Controller(s)
• 32 90 00 PLANTING
• Newly planted and mature trees are dispersed among the work area. It is critical that the
precautions outlined within the Special Provisions are adhered to. The community is very
Bid # LMD 17-15-06 .11
concerned with these trees and will be keeping a watchful eye... ultimately we want these trees
to survive.
• Please note that this project entails capping sections of the existing irrigation system, as well as
building upon other sections of the existing irrigation system.
• As per the addendums posted to PlanetBids, please note the revised location of the 'Point of
Connection'. Originally, the POC was west of the project -site along Via Princessa, however the
revised plans indicate that the POC will be the on the eastern side of Circle 1 Ranch Road.
• To clarify, the irrigation phase of this project does not include: boring under Circle J Ranch Road;
installation of the sleeves; nor the upgrade of the control panel. However, as listed on the plans,
the wiring and reprograming is included in the project.
• This is a high profile area that the Public is very involved with. Please keep that in mind while
working.
The following questions were asked and answered:
• The Bid form includes a 10% contingency?
- Yes, the contractor is to fill out the amount that equals 10% of their subtotal bid amount.
Why were all previous bids disqualified?
- Everyone had mistaken in the line item addition of the bid, making it impossible to take to
council.
• What was the Engineers estimate?
- $180,000
/6✓
Contractor's representative
Company Name
Bid # LMD 17-18-06
-61/3 z (7
Date