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HomeMy WebLinkAboutItem No. 09 Engineered Canopy Shade Structures USA Shade RosettaText File City of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 www.lake-elsinore.org File Number: TMP-1615 Agenda Date: 8/9/2016 Status: Consent AgendaVersion: 1 File Type: ReportIn Control: City Council Agenda Number: 9) Page 1 City of Lake Elsinore Printed on 8/4/2016 REPORT TO CITY COUNCIL To:Honorable Mayor and Members of the City Council From:Grant Yates, City Manager Prepared by: Jason Simpson, Assistant City Manager Date:August 9, 2016 Subject:Approve and Authorize the City Manager to Purchase the Per-Designed and Engineering Canopy Shade Structures from USA Shade & Fabric Structures for Rosetta Canyon Sports Park Recommendation 1. Authorize an expenditure of $252,300.00 for the purchase of pre-designed and engineered canopy shade structures from USA Shade & Fabric Structures for Rosetta Canyon Sports Park in accordance with the Resolution No. 2015-084. Background Staff has performed research on various shade structure configurations and opportunities to conclude the shade structures available on the National Buy Board through USA Shade & Fabric Structures meet and exceed the requirements of the City for Rosetta Canyon Sports Park. This purchase will provide a turn-key shade structure product which includes, design, engineering, fabrication, supply and installation. Using the buy board considerably reduces construction engineering, on-site construction time-lines and is more economical than architecturally designed shade structures that are built on-site. By purchasing the shade structures directly from the manufacturer, on a pre-determined competitive price schedule it will avoid any additional mark- ups. USA Shade & Fabric Structures was awarded a contract with the National School Board’s BuyBoard® Purchasing Cooperative (Cooperative). The Cooperative was developed to comply with laws that require government entities to purchase from a list of vendors who have completed a competitive bid process and are pre-selected by the Purchasing Cooperative. Discussion USA Shade & Fabric Structures will design, engineer, fabricate, supply, and install including certified structural footings the following shade structures. The major shade structure elements are listed below: CANOPY – USA SHADE STRUCTURES – BUYBOARD Page 2 Two (2) Cantilever Structures both 54’ long with 14’ projection for the Championship Field Eight (8) Cantilever Structures both 39’ long with 14’ projection with two units at each of the other four playing fields. One Interconnected Tension Structure on the roof of the building with 2 fabric panel each 16’9” x 29’4” columns height to be 8’ and 12’. Fiscal Impact Rosetta Canyon Sports Park Phase II Project is included in the Fiscal Year 15/16 – 19/20 Capital Improvement Plan (CIP) budget. Exhibits Exhibit A - Proposal Exhibit B - Resolution IJSASHADE Fabric Structures Rosetta Canyon Park Revised Proposal Project # Z40004 Prepared For: The City of Lake Elsinore December 15, 2015; revised August 1, 2016 PROPOSAL Shade Structures, Inc. dba USASHADE & Fabric Structures is pleased to submit the following proposal on Rosetta Canyon Park The terms of this proposal are valid for Sixty (60) days prior to commencement of the work and for the duration of the work. BACKGROUND USASHADE & Fabric Structures is the largest shade structure provider in the nation with over 250,000 structures provided in the last 24 years. We at USASHADE understand that choosing a company to provide a shade structure is an important and critical decision and as a proven leader in the shade industry we can provide you with products and services our competitors cannot match. We have in-house experts in design, engineering, fabrication, project management, and construction. Shade Structures, Inc. dba USA SHADE & Fabric Structures will Design, Engineer, Fabricate, Supply, and Install including Footings (The footings are for the structures on grade only) the following shade structures per the revised scope for the above project as follows: Base Bid - Package B • Two Cantilever Structures both being 54' long with 14' projection for the Championship Field. • Eight Cantilever Structures each being 39' long with 14' projection with two to units at each of the other four Baseball fields. • One Interconnected Tension Structure on the roof of the building with 2 fabric panels each 16'9" X 29'41/2" columns height to be 8' and 12' All in general appearance with STK drawing A1.9 dated July 2015 and included in the bid set of drawings. The Revised Bid package for the project has an approximate surface area of 6,900 square feet. DESIGN & ENGINEERING The custom structures will be designed to CBC 2013. USASHADE Drawings and Calculation package will be stamped by a Professional Engineer licensed in the State of California. We will provide support for submittal of plans and calculations by others pertinent to our structures for permit approvals. Permits and permit costs are excluded and so by others. SHADE STRUCTURE FOUNDATIONS J •, USASHADE'S in-house engineer will determine the size and shape of the ..r. foundations, and length and shape of the anchor bolts. The client is responsible to provide geotechnical report associated with the work areas. Pricing for foundation t I design is based on drilled pier footings. In the event the geotechnical report requires l� an alternate configuration, any additional costs incurred will be submitted to the client by a change order. Digging of our foundations will not be constrained by any existing concrete or utilities. USASHADE will not be responsible for moving or repairing any underground utility lines such as electrical, telephone, gas, water, or sprinkler lines that may be encountered during installation. Any additional costs incurred as a result of hard rock conditions requiring extra equipment, utility removal or repair resulting in delay will result in additional charges unless they are detailed on as -built site drawings provided to USASHADE or marked on the ground and communicated to USASHADE in writing prior to installation. USA Shade will provide proposed loads and reactions for others review and incorporation into existing structural deck design. USA Shade is not responsible for design, supply or installation of interface attachments to others deck. We assume threads coming through the building for our base plates to bolt to the threaded rods. USA Shade will dry pack under the base plates. Exclusions: Geotechnical Reports Site Survey Concrete X -Rays SHADE STRUCTURE FURNISHED MATERIALS 1 1. We will use ColourshadeFR Mesh fabric for the structures as manufactured by Multiknit Ltd. made of a UV stabilized high-density polyethylene. The fabric mesh shall be rachel-knitted with monofilament and tape yarn filler to ensure that material will not unravel if cut. USA SHADE standard color chart will be provided for color options. Thread shall be GORE Tenara Sewing Thread manufactured from 100% expanded PTFE; mildew resistant exterior approved thread. Thread shall meet or exceed the following: 1) Flexible temperature range 2) Very low shrinkage factor 3) Extremely high strength, durable in outdoor climates 4) Resists flex and abrasion of fabric 5) Unaffected by cleaning agents; acid rain, mildew, salt water and rot resistant, unaffected by most industrial pollutants. 6) Treated for prolonged exposure to the sun. 3. Structural steel will have a powder coat paint system. Colors to be chosen from USASHADE standard color chart. We exclude all metallic paints. 4. Steel cable is determined based on calculated engineering load. Cables are installed through fabric sleeves around the perimeter of the shade fabric and tensioned until the fabric panels reach a taunt appearance based on structural loads and calculations. 5. Both fabric cables and support cable end fittings will be galvanized steel. Exclusions: We exclude hot dip galvanized steel members Three-part paint on steel or hardware We exclude stainless steel end fittings USASHADE will erect our furnished materials for the shade structures. USASHADE will provide necessary labor at nonunion prevailing wage structure. We will provide necessary equipment, rigging, and tools required for the installation of our scope. 1. The shade structures will be accessible by drive up for unloading of our trucks and installation with our equipment, including personnel man-lifts, and forklifts. Should a crane be required and direct access not available the additional costs will be submitted by a change order. 2. Our pricing is based on the ability to perform all of our work with clear, sequential, and continuous access without interruption during normal daytime working hours. We have assumed one mobilization for the installation of foundations, steel and fabric; if additional mobilizations are required there will be an additional charge. We will require exclusive access to the area for our work during the installation process. 3. Our pricing does not include daily site delays accessing the work areas. 4. Pricing assumes secure storage and adequate lay down area for our tools, equipment, and materials within close proximity to the installation site will be provided, free of charge. 5. Our price assumes others to provide 200 amp / 110-volt service and necessary potable water available within 100' of our work. 6. We will require site sanitary facilities and refuse containers by others within 200' of work area. 7. USASHADE will leave its work and materials in a clean condition at the conclusion of our work. 8. USASHADE will submit a change order for any delays caused by other trades which interfere or cause us to stop working. 9. Barricades and public security requirements are not included. -_. ....- -M%�][•Atli`fis'I'::=�'::''-''�tZ:.:�F��.•._��.�.;T{ii'�Ii�i�'�1�t����,ie�4�.1i`'}5:��^ia�`Y_'J'.!'L'0i�jti��i���.li�''."�'!>'.'d_�'s�4:i.'1;,� A ten percent deposit is required at order. We will submit monthly progress billings by the 25th of each month projected to the final day of the month we are billing. We will submit a detailed payment schedule upon award of contract. All payments are due within 30 days of receipt of the invoice. Late payments are subject to one percent (1 %) interest charge. Ten (10) year limited fabric manufacturer's warranty One (1) year workmanship warranty One (1) year paint warranty Because of surety requirements, any performance bond, that may be required, will cover only the first year of the warranty. The warranty will be a separate document between Shade Structures, Inc. and the Owner. Upon completion of work, Shade Structures, Inc. will execute the warranty. STANDARD EXILUSIONS Unless specifically included in this proposal, this agreement does not include, and Company will not provide services, labor, or materials for any of the following work: (a) removal and disposal of any materials containing asbestos or any hazardous materials as defined by the EPA; (b) moving Owner's property around the installation site; (c) repair or replacement of any Purchaser or Owner-supplied materials; (d) repair of concealed underground utilities not located on prints, supplied to Company by Owner during the bidding process, or physically staked out by Owner, and which are damaged during construction; (e) repair of damage to existing surfaces that could occur when construction equipment and vehicles are being used in the normal course of construction; or (f) demolition. ADDITIONAL COMMENTS This agreement covers only what is specifically listed in this proposal. Any additional scope not listed in this proposal will require a change order for the additional costs. USA SHADE will provide payment and performance bonds upon request. Our bond rate is approximately 2% should it be required. Unless specified in the contract documents we have not included permit fees or any other fees. USA SHADE does not provide any AESS categories. This offer includes taxes required by law in the State of California. This offer does not include Builder's Risk Insurance. USA SHADE will be named as an additional insured on the Owners/GC's Builder's Risk Policy and we will have no responsibilities for any deductibles in the case Builders Risk Insurance is part of the project requirements. Proposal Pricing: Revised Bid Package: $ 252,300 (Two Hundred Fifty Two Thousand, Three Hundred Dollars) Sincerely, Patti Abrecht VP Architectural Specialist Division. Shade Structures, Inc. bda USA Shade and Fabric Structures Cell 949 466 4592 pabrecht(@-usa-shade.com RESOLUTION NO. 2015 -084 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE, CALIFORNIA, AUTHORIZING PARTICIPATION IN THE NATIONAL PURCHASING COOPERATIVE WHEREAS, the City Council of the City of Lake Elsinore, California ( "City ") has elected to join the National Purchasing Cooperative (the "Cooperative ") operating as National Buy Board ", a program created for the benefit of school districts and other governmental entities nationwide; and WHEREAS, the City is authorized to enter into the National Purchasing Cooperative by executing the National Purchasing Cooperative Organizational Interlocal Agreement (which is incorporated herein by reference); and WHEREAS, the City desires to participate and join with other governmental entities in the discharge of their respective public and governmental purposes, objectives, needs, programs, functions and services relative to purchasing; THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS: SECTION 1. Authorizes the City Manager to execute the National Purchasing Cooperative Organizational Interlocal Agreement. SECTION 2. The execution of this Resolution is conclusive evidence of the City's approval of this action and of the authority granted herein. The City warrants that it has, and at the time of this action had, full power and lawful authority to adopt this instrument. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. SECTION 4. This Resolution shall take effect from and after the date of its passage and adoption. PASSED, APPROVED AND ADOPTED gkthip 3$h day of November, 2015, Mayor ATT E'ST:,` Dina Giron, Acting, /City Clerk APPROVED AS/TQ F Leibold, City Attorney STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF LAKE ELSINORE ) I, Diana Giron, Acting City Clerk of the City of Lake Elsinore, California, do hereby certify that Resolution No. 2015 -084 was adopted by the City Council of the City of Lake Elsinore, California, at a regular meeting held on the 11th day of November 2015, and that the same was adopted by the following vote: AYES: Council Member Johnson, Council Member Hickman, Council Member Magee, Mayor Pro Tern Tisdale, and Mayor Manos NOES: None ABSENT: None ABSTAIN: None Diana Gir ®n, Acting City Clerk.