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18 ContractCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 8-15-2008 Engineering 41 Shawn Napier, P.E. City Engineer Council Date: /Director of Public Works 18, 8-25-2008 RECOMMENDED MOTION: Motion to award a contract to Richard Drake Construction Co. in the amount of $110,962.44 for the 0.8 mile eastern extension of the Trail de Paris, and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Contract BACKGROUND: The City of Paris applied for a Texas Parks & Wildlife (TP&W) recreational trail grant in May of 2007 for the 0.8 mile eastern Trail de Paris extension. We received notice in October 2007 that we had been awarded the grant in the amount of $99,990.65, the maximum amount the City can be reimbursed for the project. This is an 80/20 grant match with our portion being a minimum of 20% cash or in-kind. Our matching potion of this grant is a 46-foot long pedestrian bridge. The grant application has our portion of the match at $90,000.00, which was given by three local grant foundations: 1 St Federal Community Foundation, Greater Paris Development Foundation and the Martha, David & Bagby Lennox Foundation. The total project cost at the time the grant was applied for was $189,900.65, and since that time costs have escalated. The bid did not include the contractor supplying the flexible base (gravel) for the project. The price to purchase the gravel is approximately $15,000.00; this is in addition to the amount that will need to be budgeted to cover the difference in the bid amount and the amount we can be reimbursed by TP&W. The total amount that will need to be budgeted to complete the trail de Paris extension project is $26,000.00, plus the cost to complete the bridge section. Estimates are being prepared and updated for the work to be completed on the bridge section of the Trail de Paris. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution, Bid tabulation, Project aerial view, Project contributors list ACTION: BUDGET INFO: Requested to be in the 08-09 Budget ❑ Financial Report ❑ Minute Order ❑ Department Report Z Resolution Expense $26,000.00 plus bridge completion cost ❑ Presentation ❑ Ordinance Budgeted Amt. $ 0.00 ❑ Public Hearing ❑ Other y'I'D Actual $ 0.00 Acct. Name Local Match Trails Grant Acct. Number 01-0352-43-00 FISCAL NOTES: City of Paris Revised 2/04/08 ~ 000122 REVIEWED AND APPROVED BY: Z Administtation Z City Cletk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities City of Paris - 000123 Revised 2/04/08 DRAFT Attorney\reswork\current\Trail de Paris Extension Awd & Conuact Res 2008 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPROVING THE BID AND AWARDING THE CONTRACT FOR THE TRAIL DE PARIS 0.8 MILE EASTERN TRAIL EXTENSION PROJECT TO RICHARD DRAKE CONSTRUCTION COMPANY, L.P., THE LOWEST RESPONSIBLE BIDDER; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Paris did heretofore, advertise for bids for furnishing plant, labor, materials, and equipment, and for performing all work required for the "0.8 Mile Extension of the Trail de Paris Project," which bids were received until 3:00 o'clock p.m., Thursday, the 7th day of August, 2008; and, WHEREAS, the lowest responsible bid for all phases of the project was submitted by Richard Drake Construction Company, L.P., 6290 Hwy 271 North, Powderly, Texas 75473, and the contract should be awarded to Richard Drake Construction Company, L.P. in accordance with the unit prices bid and the other terms and conditions set out in the bid documents attached hereto as Exhibit A; and, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble of this resolution are hereby in all things approved. Section 2. That the bid of Richard Drake Construction Company, L.P. for the "0.8 Mile Extension of the Trail de Paris Project" is hereby accepted as the lowest responsible bid which provides the best value to the City and the contract for this project is hereby let conditioned upon said contractor executing a construction contract (with required bonds) with the City of Paris meeting all of the terms and specifications included in the bid documents attached hereto as Exhibit A. Section 3. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 25th day of August, 2008. Jesse James Freelen, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney m 000124 AGREEMENT THIS AGREEMENT is dated as of the day of _ and between the City of Paris (hereinafter called OWNER) and (hereinafter called CONTRACTOR). in the year 200__, by OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows: Article 1. W ORK CONTRACTOR shall complete all Work as specified or indicated in the Contract Documents. The Work project is generally described as follows: 0.8 Mile Extension of the Trail de Paris TPWD Contract 9 185094 and HEI 9 180036 ~ ~ ~ ~ E 0 0 Article 2. ENGINEER The Project has been designed by Hayter Engineering, Inc., Paris, Texas, who is hereinafter called ENGINEER and who is to act as OWNER'S representative, assume all duties and responsibilities and have the rights and authority assigned to ENGINEER in the Contract Documents in connection with completion of the Work in accordance with the Contract Documents. Article 3. CONTRACT TIME 3.1 The Work will be substantially completed and ready for final payment within 60 calendar days from the date when the Contract Time commences to run, as provided in the General Conditions. - 3.2 Liquidated Damages. OWNER and CONTRACTOR recognize that time is of the essence of this Agreement and that OWNER will suffer financial loss if the Work is not completed within the times specified lbove, plus any extensions thereof allowed in accordance with the General Conditions. They also recognize the delays, expense and difficulties involved in proving in a legal or arbitration proceeding the actual loss suffered by OWNER if the Work is not completed on time. Accordingly, instead of requiring any such proof, OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER $100 for each calendar day that expires after the time specified. Article 4. CONTRACT PRICE OWNER shall pay CONTRACTOR for completion of the Work in accordance with the Contract Documents in current funds as follows: EXHIBIT A 18 ~ 000125 ~ At the unit prices shown on the Unit Price Bid Schedule included in the Contract Documents. Article 5. PAYMENT PROCEDURES CONTRACTOR shall submit Applications for Payment in accordance with the General Conditions. Applications for Payment will be processed by ENGINEER, as provided in the General Conditions. The OWNER shall retain 10% of the amount of each payment until final completion and acceptance of all Work covered 'by the Contract Documents. When the Work is substantially complete, the retained amount may be reduced to 5%, at the OWNER'S discretion. Article 6. INTEREST If the contract amount of this contract is less tllan $400,000, no interest will be paid to the ~ , CONTRACTOR on retained money. When the contract amount exceeds $400,000, no interest ~ will be paid unless required by law. Article 7. CONTRACTOR'S REPRESENTATIONS In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following ~ ~ representations: 7.1 CONTRACTOR has familiarized himself with the nature and extent of the Contract Documents, Work, site, locality, and all local conditions and Laws and Regulations that, ~ in any manner, may affect cost, progress, performance or furnishing of the Work. 7.2 CONTRACTOR has studied carefuliy all reports of explorations and tests of subsurFace ~ conditions and drawings of physical conditions, if any, which are contained or identified in the Contract Documents, and accepts the determination set forth in the Contract Documents of the extent of the tecllnical data contained in such reports and drawings ~ upon which CONTRACTOR is entitled to rely. 7.3 CONTRACTOR has obtained and carefully studied (or assumes responsibility for ~ obtaining and carefully studying) all such examinations, investigations, explorations, tests, reports and studies in addition to, or to 'supplement, those referred to above, which pertain to the subsurface or physical cotiditions at or contiguous to the site, or otherwise ~ may affect the cost, progress, performance or furnishing of the Work as CONTRACTOR considers necessary for the performance or furnishing of the Work at the Contract Price, ~ within the Contract Time and in accordance with the other terms and conditions of the Contract Documents, and no additional examinations, investigations, explorations, tests, reports, studies or similar information or data are, or will be, required by ~ CONTRACTOR for such purposes. ~ 19 n o o i 2. 6 7.4 CONTRACTOR has reviewed and checked all information and data shown or indicated on the Contract Documents with respect to existing Underground Facilities at or contiguous to the site and assumes responsibility for the accurate location of all Underground Facilities, whether indicated in the Contract Documents, or not. No additional examinations, investigations, explorations, tests, reports, studies or similar information or data in respect of said Underground Facilities are, or will be, required by CONTRACTOR in order to perform and furnish the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents. 7.5 CONTRACTOR has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents. 7.6 CONTRACTOR has given ENGINEER written notice of all conflicts, errors or discrepancies that he has discovered in tlie Contract Documents and the written resolution thereof by ENGINEER is acceptable to CONTRACTOR.' 7.7 CONTRACTOR has reviewed and fully agrees to the limitation of liability provisions included in the Supplementary Conditions. 7.8 CONTRACTOR certifies that they are eligible to be awarded government contracts. CONTRACTOR also certifies that any agreement entered into with a subcontractor will contain a clause stating that the stibcontractor is eligible to be awarded government contracts. Article 8. CONTRACT DOCUMENTS The Contract Documents, which comprise tlle entire Agreement between OWNER and CONTRACTOR concerning the Work, consist of the following: 8.1 This Agreement 8.2 Bid and Bid Schedule, Advert iseinent, and Information or Instructions to Bidders 8.3 Performance and Payment Bonds 8.4 Notice of Award and Notice to Proceed 8.5 General Conditions and modifications thereto, if any, such are included. 8.6 Supplementary Conditions 8.7 Technical Specification prepared or issued by Hayter Engineering, Inc. dated July 2008. 20 - 00012% 8.8 Drawings, consisting of sheets numbered _ through inclusive with each sheet bearing the following general title: 8.9 Addenda numbers to , inclusive. 8.10 Documentation submitted by CONTRACTOR prior to Notice of Award, identified as 8.11 The following, which may be delivered or issued after the Effective Date of the Agreement and are not attached hereto: All written Amendments, change orders, and other documents amending, modifying, or supplementing the Contract Documents pursuant to the General Conditions. There are no contract Documents other than tliose listed above in this Article 8. The Contract Documents may only be amended, modified 'or supplemente'd, as provided in the General Conditions. Article 9. M(SCELLANEOUS 9.1 Terms used in the Agreement, which are defined in Article 1 of the General Conditions, will have the meanings indicated in the Generat Conditions. 9.2 No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on anotller party hereto without the written consent of the party sought to be bound; and specifica(ly, but without limitation, monies that may become due and monies that are due, may not be assigned without such consent (except to the extent that the effect of ttiis restriction may be limited by law), and unless specifically stated to the-contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 9.3 OWNER and CONTRACTOR each binds himself, its partners, successors, assign, and legal representatives to the other party hereto, its partners, successors, assign and legal representatives in respect of all covenants, agreements and obligations contained in the Contract Documents. 9.4 lt is understood and acknowledged that the project is being funded in part by a federal grant from the Texas Parks and Wildlife Department. Article 10. OTHER PROVISIONS None. 21 ~ 000128 IN WITNESS WHEREOF, OWNER and CONTRACTOR have signed this Agreement m multiple copies. One counterpart each has been delivered to OWNER, CONTRACTOR and ENGINEER. All portions of the Contract Documents have been signed or identified by OWNER and CONTRACTOR or by ENGINEER on their behalf. This Agreement will be effective on OWNER: By: (Corporate Seal) Attest: Address for giving notices: 200 CONTRACTOR: By: (Corporate Seal) Attest: Address for giving notices: 22 - 000129 PUBLISH PARIS NEWS DATE: July 16, 2008 DATE: 7uly 23, 2008 DATE: July 30, 2008 ADVERTISEMENT FOR BIDS PROJECT: 0.8 Mile Extension of the Trail de Paris TPWD Contract # 185094 HEI # 180036 OWNER: CITY OF PARIS, PARIS, TEXAS Sealed bids for the unit price general construction contract for the construction of a 0.8 miles asphalt trait extension of the Trail de Paris will be received by the City of Paris, at the office of the City Hall, 135 ls` St. S.E., Paris, TX 75460, until 3:00 P.M. August 7', 2008, at which times bids will be publicly opened and read aloud. - • Contract Documents may be examined at the following place(s): City Hall Annex, City of Paris, 150 ls` St. S.E., Paris, TX 75460, 903 784-9234 Hayter Engineering, Inc., 4445 S.E. Loop 286, Paris, TX 75460, 903-785-0303 McGraw-Hill Dodge, 9155 Sterling Dr., Suite 160, Irving, TX 75063 Copies of Contract Documents may be obtained fi-om Hayter Engineering, Inc. upon payment of $30 (payable to Hayter Engineering, Inc.) for each set. The ENGINEER shall refund $10 for each set returned in good condition to the ENGINEER within 30 days after the date bids are received. The OWNER (City of Paris) reserves the rigllt to waive any and all informalities or to reject any and all bids. Each BIDDER must deposit with his bid, security in the amount, form, and subject to the conditions provided for in the Information to Bidders. Al! Bids shall remain good and may not be withdrawn for 90 calendar days after the actual date ofthe opening thereof. This project is funded in part by a federal ~rant from the Texas Parks and Wildlife Department. ~ City Clerk Janice Ellis 1 w 000130 BID PROJECT IDENTIFICATION: CONTRACT IDENTIFICATION AND NUMBER: 0.8 Mile Extension of the Trail de Paris TPWD Contract #185094 and HEI #180036 THIS BID IS SUBMITTED TO: City of Paris 1. The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into an agreement with OWNER in the form included in the Contract Documents to perform and furnish all Work as specified or indicated in the Contract Documents for the Contract Price and within the Contract Time indicated in this Bid and in Accordance with the other terms and conditions of the Contract Documents. 2. BIDDER accepts all of the terms and coriditions of the Advertisement or Invitation to Bid and Instructions to Bidders, including, without limitation, those dealing with the disposition of Bid security. This Bid will remain subject to acceptance for ninety (90) days after the day of Bid opening. BIDDER will sign and submit the Agreement with the Bonds and other documents required by the Bidding Requirements within fifteen (15) days after the date of OWNER'S Notice of Award. 3. In submitting this Bid, BIDDER represents, as more fully set forth in the Agreement, that: (a) BIDDER has examined copies of all the Bidding Documents and of the following Addenda, receipt of all which is hereby acknowledged: Number (b) BIDDER has familiarized Documents, Work, site, Regulations that in any furnishing of the Work. Date itself with the nature and extent of the Contract locality, and all local conditions and Laws and manner may affect cost, progress, performance or (c) BIDDER has obtained and carefully studied obtaining and carefully studying) all such explorations, tests and studies which pertain (or assumes responsibility for examinations, investigations, to the subsurface or physical 11 ~ Q0V131 conditions at the site or otherwise may affect the cost, progress, performance or furnishing of the Work as BIDDER considers necessary for the performance or furnishing the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents, and no additional examinations, investigations, explorations, tests, reports or similar information or data are or will be required by BIDDER for such purposes. (d) BIDDER has reviewed and checked all information and data shown or indicated on the Contract Documents with respect to existing Underground Facilities at or contiguous to the site and assumes responsibility for the accurate location of any and all Underground Facilities. No additional examinations, investigations, explorations, tests, reports or similar information or data in respect of said Underground Facilities are or will be required by BIDDER in order to perform and furnish the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents, including specifically the provisioiis of Paragraph 4.04 of the General Conditions. (e) BIDDER has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents. (f) BIDDER has given ENGINEER written notice of all conflicts, errors or discrepancies that it has discovered in the Contract Documents and the written resolution thereof by ENGINEER is acceptable to BIDDER. (g) This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; BIDDER has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; BIDDER has not so.licited or induced any person, firm or corporation to refrain from bidding; and BIDDER has not sought by collusion to obtain for itself any advantage over any other Bidder or over OWNER. -M 000132 12 4. BIDDER will complete the Work for the following price(s): UNIT PRiCE SCHEDULE ESTIMATED UNIT TOTAL NO. DESCRIPTION OUANTITY PRICE PRICE 1. 4" Crushed aggregate base (installation only). 6,571 SY $~C) $2 7, S 4 g•-ZO 2. 2" Hot-mixed asphalt wearing surface. 6,632 SY $ U51 $ 93.5(. q. a4 TOTAL BASE BID:1~1~_~Q,~~J~ ~ 'C►'l M4a4~ /Vu'"-~- v~ $_Llo, 94.2-`1q S WORDS) (L~ (FIGURES) q~y~ p~ ~ ~au2 C~~ 5. BIDDER agrees t at the Work will be substantially ompleted and ready for final payment within 60 calendar days from receipt of Notice to Proceed from the City of Paris, as provided in the General Conditions. BIDDER accepts the provisions of the Agreement as to $100 per calendar day liquidated damages in the event of failure to complete the Work on time. 6. The following documents are attached to and made a condition of this BID: (a) Required Bid Security in the form of EO/a &d l~on~ 7. Communications concerning this Bid shall be addressed to the address of BIDDER indicated below. 8. The terms in this Bid, which are defined in the General Conditions of the Construction Contract, included as part of the Contract Documents have the meanings assigned to them in the General Conditions. SUBMITTED on (ILU q lA_ 20~_• ~ Of the above total - Base Bid, $ is for materials actually incorporated in the Work, and $ 1q Q.~ is for all other costs. 13 - 000133 IF BIDDER IS: ' An Individual: By (Seal) (Individual's Printed Name and Signature) doing business as Business Address: Phone Number: ****************************************M************************************* C BAy . tnc-G12~'cr D ra.~ L . f' Seal ~ (Name of Firm) ~ ~ Dr'a,k-rL L L. (General Partner's Printed Nan ~e and Signa --7~ Business Address: q C~ ~wy a 7/ IV d r~ l y ~ S~' ~-3 Phone Number: (R0. 3~ _7 3_2 - 4 79 / " A Corporation: , Name of Corporation: State of Incorporation: By (Printed Name of Person Authorized to Sign and Signature) (Title) Attest: (Corporate Seal) (Printed Name and Signature of Secretary) Business Address: Phone Number: - A Joint Venture: By (Printed Name and Signature) Address: Phone: By (Printed Name and Signature) Address: Phone: (Each joint venturer must sign. The manner of signing for each individual, partnership and corporation that is a party to the joint venture shotild be in the manner indicated above.) ~ 000134 14 Trail de Paris East Extension Project Contributors • 0.8 mile asphalt trail extension Grant-TPW D---------------------------------------------------$99,990.65 • Prefab truss bridge, abutments and approach Grant-First Federal Community fund---------------------- $30,000 Grant-Greater Paris Development Foundation---------- $30,000 Grant-Lennox Foundation----------------------------------- $30,000 • Engineering cost estimates for trail construction Hayter Engineering--------------------------------- PRO BONO • Bridge approach design and bid package preparation Hayter Engineering--------------------------------- PRO BONO • Bridge abutments design Clottey Engineering-------------------------------- PRO BONO • Bridge abutment and approach construction Stephen's and sons--------------------------------- AT COST • Off loading of Prefab bridge Stephen's and Sons--------------------------------- PRO BONO • Setting Prefab Bridge Hargis Electric --------------------------------------PRO BONO- SETTING COST using Luckett Crane Service (Possibility if timing can be worked out) • 2 sets of RR Bridge hand railings Turner Pipe-tubing material-------------------- PRO BONO Cunningham-angle iron material-------------- AT COST Grant-PEDC- material cost--------------------------------- $700.00 PJC welding department fabrication----------- PRO BONO ~ 000135 • Trail head extension parking lot Partnered with the Red River Valley Boys and Girls Club to use their parking lot------------------------------------------------------ PRO BONO 20% TPWD Match TPWD allowed Prefab bridge cost as City of Paris grant match--$25,000 • Prepared, wrote, submitted, and was awarded 4 Grant applications amounting to $215,000 "Friends of the Trail de Paris" advocacy organization-------- PRO BONO Provided by Earl Erickson. - 00(1136 W 0 N T a) •m" O L a 0 •N ~ ~ W L a ~ ~ L ~ M N ~ e~a Ln 01 F- N 00 ~ ~ ~ - u O N ~ Lq D r4 a+ } N ~ c !f ~ ~ ~ r-I N ~ ~ ~ cr ~ c O C O ~ ~ 0 fC V N ~ C = 0 40 ~ 0 V Q. 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